[Remote] Office Administrator

Note: The job is a remote job and is open to candidates in USA. The University of California, Irvine (UCI) Office of Research is hiring an Office Administrator to manage end-to-end procurement supporting administrative and research operations. The role coordinates purchasing, compliance, transaction reconciliation, financial reporting support, and procurement guidance for Office of Research units.

Responsibilities

• This position is responsible for managing the end-to-end procurement process in support of administrative and research operations
• The role drafts and executes purchase orders, coordinates vendor onboarding, obtains quotes, places orders (including PalCard transactions), and ensures all approvals and documentation are completed and maintained in systems such as KFS and UCIBuy+
• The incumbent partners with faculty, staff, and vendors to gather requirements, negotiate pricing and terms, and facilitate timely, cost-effective purchasing of supplies, equipment, and services
• The position also serves as the Procurement point of contact for Office of Research external units, providing procurement guidance and coordinating procurement-related matters with units, vendors, and central offices
• The position ensures compliance with university, state, federal, and sponsored research policies, collaborates with post-award finance staff to verify allowability of expenses, and serves as a liaison between organizational units, vendors, and central offices to resolve purchasing and payment issues
• Responsibilities also include reconciling transactions, reconciling monthly ledgers, maintaining procurement records, performing basic cost analyses, supporting financial reporting, processing and reviewing Travel, Entertainment, and Disbursement Voucher transactions, maintaining staff training records and role assignments for PalCard and procurement systems, and updating procurement resources for Office of Research staff and external units
• The position also assists with audits to identify and address potential compliance concerns

Skills

• Some knowledge of the organization's departments and operations required in order to meet their procurement needs
• Analytical skills necessary to evaluate the quality and cost effectiveness of purchasing options
• Ability to communicate effectively in writing and verbally
• Ability to read and interpret terms and conditions of basic contracts
• Working level of proficiency in the use of standard spreadsheet and word processing software (Excel, including PivotTables, charts, graphs, formulas, and data analysis)
• Bachelor's degree in related area and / or equivalent experience / training
• 1-3 yearsRelated Finance Experience
• Use of service ticketing system, such as Service Now or KR Build
• Processing High and Low Value UCIBuy+ Purchase Requisitions, Blanket Requisitions
• Processing and Reconciling: PalCard Orders Using KFS Campus Reports, Decision Support and DWQuery
• Understands Kuali Financial System (KFS) and Outlook Calendar
• Knowledge of UCI Procurement Policies

Benefits

• Medical insurance
• Sick and vacation time
• Retirement savings plans
• Access to a number of discounts and perks
• Primarily a remote position; infrequently, this position will need to or be required to work on campus.

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