Purchasing Administrator - 134761

The Marine Physical Laboratory division at Scripps Institution of Oceanography is seeking to hire a Procurement Analyst 2.

The Purchasing Administrator responsibilities include: Analyze, interpret, and understand department's needs, long and short term, to assist in the advancement of the department's procurement goals. Uses resourcefulness, professionalism and performs under crisis conditions when procurement problems threaten safety or loss of valuable science.

The incumbent handles daily purchasing, manages department operations, and serves as the liaison between Pt. Loma, La Jolla, and the Navy Public Works Center for building work orders and facilities management.

Purchasing activity includes Procurement Card, Travel Card, Oracle, Insurance & Risk Management, inventory, maintenance contracts, fabrications, independent contractors, accounts payable, disbursements, source justifications, price reasonableness and vessel charters.

Supports Purchasing & Research Operations Manager (P&ROM) and during their absence. Oversight and guidance to the MPL Summer Internship program. Supports in providing work direction and assistance to the Faculty Assistants with regards to shipping, purchasing and travel.

The purchasing administrator will be responsible for the Environmental Health and Safety of the La Jolla location by coordinating with UCSD and updating the Emergency Action Plan, communicating with lab and staff personnel to address safety concerns.

• Analytical skills necessary to evaluate the quality and cost effectiveness of purchasing options. Demonstrated ability to read, analyze terms and understand conditions of basic award agreements and recognize potential problems. Strong negotiation skills and strategic/analytical skills.

• Understanding of and experience with equipment fabrications.

• Experience with purchasing and shipping in relation to field research and sea-going experimental research.

• Demonstrated experience with domestic and international travel administration. Demonstrated knowledge of federal, state, and private agency funding regulations (NSF, DOE, NASA, ONR, NOAA, etc.) as it relates to travel and purchasing.

• Experience reading and interpreting terms and conditions of basic contracts. Demonstrated knowledge and understanding of purchasing policies and procedures including knowledge of purchasing and buying procedures and practices for federally funded contracts and grants procurement; knowledge of funding restrictions and regulations regarding equipment purchases and non-standard services. Proven knowledge of policies and procedures concerning independent contractors, maintenance contracts, recurring services, subcontractors, special vendor accounts. Knowledge of California sales and USE tax regulations.

• Knowledge of complex and standard goods and services such as but not limited to customized equipment for oceanographic and scientific endeavors, scientific/laboratory supplies, equipment & maintenance, equipment & maintenance, large office systems furniture, marine fleet provisioning, ship and air chartering, professional services/independent contractors, household and lab moves equipment, research subawards, maintenance and services as they relate to all of the above examples.

• Understands ERP / financial systems (such as Oracle, PeopleSoft, SAP, Banner, etc.). Skill to set up and maintain computerized filing and data systems. Knowledge and experience with procurement interrelationships involving requestors, administrative functions, buyer, and receiving, Disbursements, Equipment Management, Surplus Sales, common carriers, suppliers and transport brokers.

• Ability to communicate effectively in writing and verbally. Demonstrated written communication skills and business writing experience to correspond with all levels of administration, vendors, agents, staff, etc. using correct rules of grammar, punctuation, and proper formats.Demonstrated knowledge and experience in drafting correspondence, basic award language and agreement modifications.

• Ability to withstand pressure and retain personal effectiveness in busy environment. Ability to exercise tact, mature judgment, confidentiality, diplomacy and flexibility to promote positive working relationships and job effectiveness.

• Ability to prepare and maintain fully documented procurement files which reflect a thorough knowledge of established policies and procedures to meet university and government requirements.

• Working level of proficiency in the use of standard spreadsheet and word processing software.

• Offer of employment is contingent upon candidate clearing the background check process.

• Occasional overtime as necessary for urgent matters.

• Able to travel locally to on-site meetings and conferences and to other buildings at SIO La Jolla Campus.

• Must be permanent resident or US Citizen.

If employed by the University of California, you will be required to comply with our Policy on Vaccination Programs, which may be amended or revised from time to time. Federal, state, or local public health directives may impose additional requirements.

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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.

a. "Misconduct" means any violation of the policies or laws governing conduct at the applicant's previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

• UC Sexual Violence and Sexual Harassment Policy
• UC Anti-Discrimination Policy
• Abusive Conduct in the Workplace