Travel and Purchasing Specialist (BLANK AST 3)

Under the direction of the Facilities Manager as part of the Purchasing team, provide support in the areas of travel, purchasing, accounts payable and accounts receivable. Serve as the departmental primary Travel & Entertainment subject matter expert and contact. Provide policy and procedure guidance to department, ensuring all compliance polices are met with efficiency and integrity. Maintain proper documentation for audit trails and participate in audits.

Apply By Date- December 16, 2024

Minimum Qualifications

For full consideration, applicants are encouraged to upload license, certification and/or educational degree if required of the position.

• Experience in customer service and customer satisfaction, with an emphasis on meeting client needs with attention to details.
• Knowledge of financial accounting principles and standards of practices to perform financial transactions, reconcile accounts, process purchase orders, accounts payable, travel and inventory management. Skill to maintain accountability, establish audit trails, evaluate systems/procedures, implement improvements, and follow, interpret and implement campus and department policies.
• Knowledge and skills to anticipate the implications of issues, develop contingency plans, independently research problems and discrepancies, and recommend appropriate and effective solutions.
• Interpersonal and communication skills to interact clearly and effectively with individuals at various levels and with varying cultural backgrounds, perspectives, and personalities, and maintain composure under all situations.
• Researching and/or providing information to clarify situations and resolve issues, while using good judgment in determining when it is appropriate to consult with colleagues and/or involve supervision.
• Organizational and time management skills to coordinate and prioritize a wide variety of complex tasks in an active and complex working environment; handle multiple deadlines and achieve timely progress on multiple and/or simultaneous projects; distribute effort appropriate among projects and maintain a high level of productivity.
• Computer skills with various software programs, including Excel, Word, Internet Explorer, Outlook, and other computer programs necessary to produce correspondence, forms, reports, etc.

Preferred Qualifications

• Experience providing business services administrative support in a busy medical clinic environment and training staff on office processes and procedures.
• Experience in University and campus policy and procedures surrounding accounting and purchasing, including usage of University or other electronic financial systems (Decision Support, AggieBuy, AggieExpense, Kuali, etc) and University funding sources (student fees, state funds, agency accounts, auxiliary funds etc).
• Knowledge of cost-effective use of supplies and equipment and ability to determine appropriate levels of items to stock and purchase to maintain adequate supplies for customers.
• Knowledge of medical terms and products, safety procedures and handling of chemicals and medical gas cylinders.
• Critical thinking and problem-solving skills to apply in a broad range of situations. Ability to discern confidential information, keep appropriate information confidential, determine sensitivity of issues and communicate tactfully and professionally. Use discretion as to appropriateness of communicating by writing correspondence or verbal communications.

Key Responsibilities

• 55% - Business Services Coordination
• 25% - Program Administrative Support
• 20% - Travel and Entertainment Processing

Department Overview

Student Health and Counseling Services (SHCS) provides primary care, mental health, urgent care, laboratory, pharmacy, optometry, health education and counseling services to registered UC Davis students. SHCS's mission is to provide campus health and wellness resources that enable students to successfully achieve their academic goals and lifelong wellness.

SHCS has approximately 180 staff including managers, senior professionals, professional and support staff, student employees, mental health interns and postdoctoral residents.

SHCS is accredited by AAAHC (Accreditation Association for Ambulatory Health Care), IACS (International Association for Counseling Services), and APA (American Psychological Association). For more information on the department, seehttps://shcs.ucdavis.edu

POSITION INFORMATION

• Salary or Pay Range: $ 28.49 - $ 40.83/hour
• Salary Frequency: Bi-Weekly
• Salary Grade: 108
• UC Job Title: BLANK AST 3
• Number of Positions: 1
• Appointment Type: Career
• Percentage of Time: 100%
• Shift Hours: Mon-Fri 8-5
• Location: Davis, CA
• Union Representation: Yes - CX
• Benefits Eligible: Yes
• Hybrid/Remote/Onsite: This position is 100% on-site

Benefits

Outstanding benefits and perks are among the many rewards of working for the University of California. UC Davis offers a full range of benefits, resources and programs to help you bring your best self to work, as well as to help you and your family achieve your health, wellness, financial and career goals. Learn more about the benefits below and eligibility rules by visiting either our handy Benefits Summary for UC Davis Health Employees or Benefits Summary for UC Davis Employees and our Benefits Page.

If you are represented by a union, benefits are negotiated between the University of California (UC) and your union and finalized in a contract. Read your bargaining unit's employment contract, stay abreast of current negotiations and learn about collective bargaining at UC: https://ucnet.universityofcalifornia.edu/labor/bargaining-units/index.html

* High quality and low-cost medical plans to choose from to fit your family's needs
* UC pays for Dental and Vision insurance premiums for you and your family
* Extensive leave benefits including Pregnancy and Parental Leave, Family & Medical Leave
* Paid Holidays annually as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
* Paid Time Off/Vacation/Sick Time as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
* Continuing Education (CE) allowance and Education Reimbursement Program as stipulated in the UC Davis Health Policies or Collective Bargaining Agreement
* Access to free professional development courses and learning opportunities for personal and professional growth
* WorkLife and Wellness programs and resources
* On-site Employee Assistance Program including access to free mental health services
* Supplemental insurance offered including additional life, short/long term disability, pet insurance and legal coverage
* Public Service Loan Forgiveness (PSFL) Qualified Employer & Student Loan Repayment Assistance Program for qualified roles
* Retirement benefit options for eligible roles including Pension and other Retirement Saving Plans. More information on our retirement benefits can be found here
* UC Davis cares about building a community, which is why we provide resources to enhance diversity, equity and inclusion as well as Employee Resource Groups (ERGs) to support our staff

Physical Demands

• Standing - Occasional Up to 3 Hours
• Walking - Occasional Up to 3 Hours
• Sitting - Frequent 3 to 6 Hours
• Lifting/Carrying 0-25 Lbs - Occasional Up to 3 Hours
• Pushing/Pulling 0-25 Lbs - Occasional Up to 3 Hours
• Bending/Stooping - Occasional Up to 3 Hours
• Squatting/Kneeling - Occasional Up to 3 Hours
• Twisting - Occasional Up to 3 Hours
• Reaching overhead - Occasional Up to 3 Hours
• Keyboard use/repetitive motion - Frequent 3 to 6 Hours

Mental Demands

• Sustained attention and concentration - Frequent 3 to 6 Hours
• Complex problem solving/reasoning - Occasional Up to 3 Hours
• Ability to organize & prioritize - Frequent 3 to 6 Hours
• Communication skills - Frequent 3 to 6 Hours
• Numerical skills - Occasional Up to 3 Hours
• Constant Interaction - Frequent 3 to 6 Hours
• Customer/Patient Contact - Frequent 3 to 6 Hours
• Multiple Concurrent Tasks - Frequent 3 to 6 Hours

Work Environment

• Work in shared work environment that is occasionally noisy Work a flexible schedule with occasional overtime and weekend responsibilities. Vacation is restricted during peak workload periods. This position is subject to pre-placement screening provided by Occupational Health Services. Pre-placement screening will consist infection control testing that includes blood tests for TB screening and other infectious diseases and may include a physical exam, provided by Occupational Health Services, given at no charge to the applicant. This is done to meet Federal, State and University requirements. Position may, at times, require employee to work with or be in areas where hazardous materials and/or infection diseases are present.
• The Smoke and Tobacco Free Environment policy is intended to provide a healthier, safer, and more productive work and learning environment for the entire UC community. The University of California prohibits smoking and tobacco use at all University owned or leased properties, or facilities operated by UC staff or faculty. Smoking and tobacco use are strictly prohibited in indoor and outdoor spaces, parking lots, residential space, and University vehicles. https://ucdavispolicy.ellucid.com/documents/view/271

Special Requirements

• This is a critical position, as defined by UC policy and local procedures, and as such, employment is contingent upon successful completion of background check(s), including but not limited to criminal record history background check(s)
• This position is designated as a mandated reporter under CANRA and UC policy, and employment is contingent on compliance with applicable policies, procedures and training requirements

Diversity, Equity, Inclusion and Belonging

At UC Davis, we're solving life's most urgent challenges to bring a fuller, healthier, and more resilient world within reach. We grow from every challenge we take on and we don't just maintain - we improve. We recognize that creating an inclusive and intellectually vibrant organization means understanding and valuing both our individual differences and our common ground. The most comprehensive solutions come from the most diverse minds and you belong here. As you consider joining UC Davis, please explore our Principles of Community, our Clinical Strategic Plan and strategic vision for research and education, and our latest efforts to outgrow the expected. The University of California, Davis is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age or protected veteran status.

For the University of California's Affirmative Action Policy, please visit: https://policy.ucop.edu/doc/4010393/PPSM-20

For the University of California's Anti-Discrimination Policy, please visit: https://policy.ucop.edu/doc/1001004/Anti-Discrimination

Because we want you to be seen, our recruiting process at UC Davis fosters authenticity, diversity, and inclusion. Studies have shown that some people may not apply to jobs unless they meet every single qualification. Each unique role at UC Davis has a set of requirements and you could be perfect for this role, or you could be perfect for the next role! Don't meet all the requirements? We still encourage you to apply! #YouBelongHere