Purchasing & Reimbursement Coordinator

Founded in 1965, UC Irvine is a member of the prestigious Association of American Universities and is ranked among the nation’s top 10 public universities by U.S. News & World Report. The campus has produced five Nobel laureates and is known for its academic achievement, premier research, innovation and anteater mascot. Led by Chancellor Howard Gillman, UC Irvine has more than 36,000 students and offers 224 degree programs. It’s located in one of the world’s safest and most economically vibrant communities and is Orange County’s second-largest employer, contributing $7 billion annually to the local economy and $8 billion statewide.

To learn more about UC Irvine, visit www.uci.edu.

The Department of Psychiatry consists of 38 faculty (Clinical and Research), 26 other academics,
34 residents, 9 fellows, 37 staff, and 52 volunteer faculty with an annual combined budget of clinical and research over $32M.

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.

Required:

• 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.

Preferred:

• 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.

Total Rewards

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.

Conditions of Employment:

The University of California, Irvine (UCI) seeks to provide a safe and healthy environment for the entire UCI community. As part of this commitment, all applicants who accept an offer of employment must comply with the following conditions of employment:

• Background Check and Live Scan
• Employment Misconduct*
• Legal Right to work in the United States
• Vaccination Policies
• Smoking and Tobacco Policy
• Drug Free Environment

*Misconduct Disclosure Requirement: As a condition of employment, the final candidate who accepts a conditional offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; received notice of any allegations or are currently the subject of any administrative or disciplinary proceedings involving misconduct; have left a position after receiving notice of allegations or while under investigation in an administrative or disciplinary proceeding involving misconduct; or have filed an appeal of a finding of misconduct with a previous employer.

The following additional conditions may apply, some of which are dependent upon business unit or job specific requirements.

• California Child Abuse and Neglect Reporting Act
• E-Verify
• Pre-Placement Health Evaluation

Details of each policy may be reviewed by visiting the following page - https://hr.uci.edu/new-hire/conditions-of-employment.php

Closing Statement:

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected categories covered by the UC Anti-Discrimination Policy.

We are committed to attracting and retaining a diverse workforce along with honoring unique experiences, perspectives, and identities. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable, and welcoming.

UCI provides reasonable accommodations for applicants with disabilities upon request. For more information, please contact Human Resources at (949) 824-0500 or eec@uci.edu.