Business Operations Assistant Lead (4722C) University Health Services 65242 About Berkeley
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Departmental Overview
University Health Services (UHS) is a national collegiate leader in providing fully accredited, primary medical care, sports medicine, occupational health, psychiatry, counseling and psychological services, and innovative health promotion programs for students, faculty, and staff. This position supports the procurement of medical and office supplies, medical and non-medical equipment, Bear Buy management, inventory, mail, the emergency supplies shed, and compliance with applicable business policy and procedures guidelines.
Application Review Date
The First Review Date for this job is: 3/06/24. The job will remain open until filled.
Responsibilities
Procurement
Manages procurement requests, cost analyses, status of pending requests, delivery issues, and return requests.
Emphasizes a customer service orientation for reception of campus partners, staff, clients and vendors.
Prioritizes, coordinates and ensures the timely, effective and accurate completion of the following activities: procurement of medical supplies, completion of requisitions in Bearbuy, administrative filing and record-keeping, office/personnel related activity, adherence to compliance requirements.
Responsible for answering non-routine questions and inquiries, manages unusual or sensitive problems, and provides oral and/or written communication as follow-up to such problems.
Works with other campus offices, campus shared services, Bear Buy Help Desk, Conexus, campus procurement buyer, the campus disbursement office, and vendors to ensure completion of all unit purchasing, reconciliation, billing and payments.
Complies with applicable campus procurement regulations regarding use of purchase orders, payment requests, and credit card purchases.
Responds to requests or situations that are highly timely and crucial to the operations of administrative and clinical services.
Analytical Practices
Interprets and applies University policies and procedures to all UHS purchases.
Researches all UHS goods and services to ensure lowest cost that meets specifications; performs costs analysis.
Reviews terms and conditions for appropriateness.
Assesses current procedures and makes recommendations to improve processes and procedures, Reviews and assigns internal charges to appropriate unit in support of budget monitoring
Under general supervision, provides analysis of moderate purchasing projects
Lead Administrative Assistant
Has authority to prioritize daily operations and give directions to peers.
Provides input to supervisor on performance management.
Must have in-depth knowledge of Business Operations and Procurement procedures and policies.
Works directly with UHS staff to research and solve issues.
Have confidence and strong systems thinking to move Business Operations practices to a higher level.
Training as required for Bus Ops Team Members.
Backup Support to Team Members
Use of BearBuy
Supply Management
Inventory, Deliveries and Central Stockroom
Logistical support
Preventative Maintenance
Required Qualifications
High school diploma or equivalent experience
Strong customer service orientation and professional demeanor in person, on telephone and with email.
Skills with online purchasing systems, Microsoft Word, Excel and Windows.
Strong computer skills necessary to conduct Internet research, utilize web-based processes and to adapt to changing Strong oral and written communication skills, including editing and grammar.
Advanced, detail-oriented organizational skills necessary to monitor, track and ensure completion of business tasks of internal and external business service requests.
Ability to handle sensitive and confidential matters.
Adequate financial skills necessary to track expenses, read ledgers and reconcile accounts.
Demonstrated ability to work independently prioritizes work, manage time and complete assignments in a timely manner.
Effective interpersonal and communication abilities to interact with diverse constituents, and a strong desire to work with diverse populations and as a contributing member of a team including the campus community, UHS staff and suppliers.
Ability to complete work in an environment with frequent interruptions.
Ability to exercise good judgment, tact and discretion.
Ability to apply knowledge of business and finance policies and procedures to carry out a wide range of administrative functions.
Salary & Benefits
For information on the comprehensive benefits package offered by the University, please visit the University of California's Compensation & Benefits website.
Under California law, the University of California, Berkeley is required to provide a reasonable estimate of the compensation range for this role and should not offer a salary outside of the range posted in this job announcement. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, analysis of internal equity, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience.
The budgeted hourly range that the University reasonably expects to pay for this position is (Step 1.0) $28.44 - (Step 12.0) $36.46.
This is a 100%, full-time (40 hours per week), career position that is eligible for full UC benefits.
This position is non-exempt and paid bi-weekly.