Purchasing & Reimbursement Coordinator

University of California, Irvine • Orange, CA

1d • Hybrid

About The Position

Under the general supervision of the Director of Business Services, the Purchasing & Reimbursement Coordinator independently evaluates and processes all requisitions, reimbursements, purchasing and other tasks for the Department of Psychiatry & Human Behavior. Department purchases and reimbursements may vary in complexity and include but not limited to international travel, business or entertainment meetings, honoraria, awards, and other miscellaneous items that require different forms of payment and back up.

Incumbent maintains accurate records and documentation in support of all purchases and reimbursements for audit purposes. The incumbent serves as primary contact and facilitator for all department purchases, reimbursements, disbursements, and inventory and equipment needs. Incumbent will balance competing priorities and work independently in hybrid and remote work environments.

Responsibilities include extensive knowledge of University policies and procedures as they pertain to procurement, accounting, basic contract and grant regulation, and business rules. Incumbent will assist in maintaining department internal policies/guidelines for purchasing and reimbursement. Incumbent will be the liaison between General Accounting, SOM Dean’s Office, and department faculty. Trainees, and staff.

Requirements

• Working knowledge of financial processes, policies and procedures.
• Strong knowledge of financial data management and reporting systems.
• Strong interpersonal skills, analytical skills, service orientation, active listening, critical thinking, attention to detail, ability to multi-task in a high-volume environment, organizational skills, effective verbal and written communication skills, sound judgment and decision making.
• Ability to function effectively as a member of a team.
• Ability to adapt to changing priorities.
• Intermediate knowledge and understanding of internal control practices and their impact on protecting University resources.
• Skills to provide coaching and mentoring to support staff.
• Ability to interpret and apply administrative policies and procedures.
• Demonstrated ability to write and correspond effectively with proficient computer skills as well as excellent typing, proofreading, and editing skills. Skill with Word and Excel.
• Demonstrated experience in independently managing purchasing for both administrative and research-oriented environments.
• Demonstrated interpersonal skills at all levels within the unit; excellent service orientation and critical skills; and attention to detail. Demonstrated ability using organizational skills to multi-task in a high-volume environment.
• Demonstrated ability to prioritize workload involving multiple functions and to meet deadlines with minimal supervision or direction and to complete assignments in an environment with frequent interruptions and distractions.
• Skill to organize a variety and a large volume of complex documentation on a daily basis to maintain accurate and readily accessible purchase information/files.
• Ability to gather reasonably retrievable information to organize and perform basic financial analysis assignments.
• Bachelor's degree in related area and / or equivalent experience / training
• Two (2) to five (5) years with a BA/BS Finance, Procurement, and/or equivalent combination of education and experience.

Nice To Haves

• Proficiency in the use of spreadsheet and database software.
• Knowledge of State and Federal policy and regulations related to purchasing activities.
• Intermediate knowledge and understanding of internal control practices and their impact on protecting University resources.
• At least 1 year of event planning experience.

Benefits

• In addition to the salary range listed below, we offer a wealth of benefits to make working at UCI even more rewarding. These benefits may include medical insurance, sick and vacation time, retirement savings plans, and access to a number of discounts and perks. Please utilize the links listed here to learn more about our compensation practices and benefits.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 11-50 employees