Purchasing Manager

University of California, Irvine•Irvine, CA

9d•Onsite

About The Position

The School of Physical Sciences (SoPS) at the University of California, Irvine is seeking a Purchasing Manager who oversees all purchasing operations, ensuring the acquisition of materials, supplies, equipment, and services aligns with university policies, quality standards, and budgetary requirements. This role manages a team of procurement professionals, establishes efficient purchasing procedures, and serves as a strategic liaison between Physical Sciences, Central Purchasing, Accounting, and other campus units. The manager is responsible for implementing compliance programs, optimizing purchasing processes, and maintaining robust vendor relationships to support the school’s research and operational excellence. The Purchasing Manager provides purchasing support and exceptional customer service to faculty, staff and student employees. The incumbent must have a deep understanding of UC, campus, and departmental policies, and offer effective solutions to complex purchasing issues. As the subject matter expert, the Purchasing Manager works closely with the assistant dean, departmental leaders, faculty and staff, offering expert guidance while ensuring policy compliance. The position requires a strong communicator with excellent administrative and leadership skills, capable of operating in a high-volume, fast-paced environment.

Requirements

Comprehensive knowledge of university purchasing and accounting policies, procedures, and compliance requirements.
Thorough knowledge of federal and state contract and grant regulations, including Uniform Commercial Code (UCC) and Federal Acquisition Regulations (FAR).
Working knowledge of computerized financial and information systems, such as Kuali and UCIBUY+.
Knowledge of scientific, technical, shipping, and warranty terminology relevant to research procurement.
Knowledge of international shipping procedures and required documentation.
Excellent written and verbal communication skills for diverse stakeholder audiences.
Strong skills in organizing, analyzing, and reporting purchasing data and trends.
Advanced skills in coordinating and managing multiple complex projects simultaneously.
Proficient in negotiating terms and conditions with vendors to achieve optimal outcomes.
Solid skills in supervising, training, and developing procurement staff.
Ability to independently manage a purchasing office and oversee all procurement operations.
Demonstrated ability to implement and maintain compliance programs, including Small Business First and Uniform Guidance.
Ability to build effective relationships with internal departments, external vendors, and campus units.
Proven ability to resolve invoice discrepancies and expedite problem resolution with suppliers and accounts payable.
Ability to maintain a strong ethical and professional attitude in all purchasing activities.
Bachelor's degree in related area and / or equivalent experience / training
7-9 years of successful purchasing and office management related experience, preferably in a higher education research institution, or any equivalent combinations of education and/or experience from which comparable knowledge, skills and abilities have been achieved.
Must be able to provide proof of work authorization

Nice To Haves

Professional purchasing certification

Responsibilities

Independently manage the Physical Sciences Purchasing Office, including supervision of all purchasing staff and delegated authority for purchases up to $10,000.
Independently establish and continuously improve purchasing procedures, operating guidelines, and computerized systems to enhance efficiency and compliance.
Coordinate purchasing relationships between Physical Sciences, Central Purchasing, EH&S, Computing, Facilities, Receiving, and external vendors.
Advise departments and update leadership on revised or new policies, procedures, and implementation requirements.
Represent the School of Physical Sciences on campus committees and at meetings with Central Purchasing, Equipment Management, and Accounting.
Oversee the purchase of a wide variety of complex office and research supplies, equipment, and services, ensuring adherence to quality, quantity, specifications, and value requirements.
Analyze, organize, and prioritize large volumes of incoming requisitions, ensuring completeness and timely processing.
Initiate requests for quotations, evaluate supplier responses, and negotiate terms to secure optimal pricing and delivery.
Implement purchases in accordance with Small Business First, Uniform Guidance, and Software/IT policies.
Maintain current and historical purchasing data, prepare reports and analyses of trends, and recommend improvements.
Provide professional assistance to staff, faculty, and researchers regarding commodities and vendors.
Oversee processing of equipment, service, and supply requests, including purchase orders, returned goods memos, bid quotations, and leasing agreements.
Coordinate independent consultant contracts.
Coordinate instrument/equipment repairs and establish blanket purchase orders, modifying as needed.
Monitor invoice activity, resolve discrepancies, and ensure accurate account/fund charges.
Research and evaluate vendors, monitor vendor databases, and maintain up-to-date catalogs and reference materials.
Recruit, select, train, and supervise purchasing staff, ensuring high levels of service and compliance with university policies.
Evaluate workload distribution, assign overflow, and reorganize the unit for increased efficiency as needs evolve.
Provides direction to employees according to establish policies and management guidance.
Plan for new positions, approve staff participation in workshops and seminars, and ensure ongoing professional development.
Coordinate with Physical Sciences Personnel Office on job descriptions, skills assessments, recruiting, and personnel policy formulation.