Business Operations Assistant Lead (4722C) University Health Services 65242

About Berkeley

At the University of California, Berkeley, we are committed to creating a community that fosters equity of experience and opportunity, and ensures that students, faculty, and staff of all backgrounds feel safe, welcome and included. Our culture of openness, freedom and belonging make it a special place for students, faculty and staff.

The University of California, Berkeley, is one of the world's leading institutions of higher education, distinguished by its combination of internationally recognized academic and research excellence; the transformative opportunity it provides to a large and diverse student body; its public mission and commitment to equity and social justice; and its roots in the California experience, animated by such values as innovation, questioning the status quo, and respect for the environment and nature. Since its founding in 1868, Berkeley has fueled a perpetual renaissance, generating unparalleled intellectual, economic and social value in California, the United States and the world.

We are looking for equity-minded applicants who represent the full diversity of California and who demonstrate a sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, gender identity, sexual orientation, and ethnic backgrounds present in our community. When you join the team at Berkeley, you can expect to be part of an inclusive, innovative and equity-focused community that approaches higher education as a matter of social justice that requires broad collaboration among faculty, staff, students and community partners. In deciding whether to apply for a position at Berkeley, you are strongly encouraged to consider whether your values align with our Guiding Values and Principles, our Principles of Community, and our Strategic Plan.

At UC Berkeley, we believe that learning is a fundamental part of working, and our goal is for everyone on the Berkeley campus to feel supported and equipped to realize their full potential. We actively support this by providing all of our staff employees with up to 80 hours (10 days) of paid time per year to engage in professional development activities. To find out more about how you can grow your career at UC Berkeley, visit grow.berkeley.edu.



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.

How to Apply

To apply, please submit your resume and cover letter.





Other Information

• Your employment is dependent on obtaining and maintaining a credentialing clearance (if applicable), background clearance and medical clearance according to University Health Service policies.
• This position is governed by the terms and conditions in the agreement for the Clerical & Allied Services Unit (CX) between the University of California and Teamsters Local 2010. The current bargaining agreement manual can be found at: http://ucnet.universityofcalifornia.edu/labor/bargaining-units/cx/index.html

Conviction History Background

This is a designated position requiring fingerprinting and a background check due to the nature of the job responsibilities. Berkeley does hire people with conviction histories and reviews information received in the context of the job responsibilities. The University reserves the right to make employment contingent upon successful completion of the background check.



Mandated Reporter

This position has been identified as a Mandated Reporter required to report the observed or suspected abuse or neglect of children, dependent adults, or elders to designated law enforcement or social service agencies. We reserve the right to make employment contingent upon completion of signed statements acknowledging the responsibilities of a Mandated Reporter.



Equal Employment Opportunity

The University of California 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, or protected veteran status. For more information about your rights as an applicant, please see the U.S. Equal Employment Opportunity Commission poster.

For the complete University of California nondiscrimination and affirmative action policy, please see the University of California Discrimination, Harassment, and Affirmative Action in the Workplace policy.



To apply, visit https://careerspub.universityofcalifornia.edu/psp/ucb/EMPLOYEE/HRMS/c/HRS_HRAM.HRS_APP_SCHJOB.GBL?Page=HRS_APP_JBPST&Action=U&FOCUS=Applicant&SiteId=21&JobOpeningId=65242&PostingSeq=1