Job Summary:

To provide basic advisory, technical, and administrative skills necessary to acquire supplies, equipment and services required by the institution in compliance with applicable laws, rules, regulations, policies and procedures. Primarily responsible for acquiring routine supplies, equipment and services on a non-competitive/spot market basis.

Major Duties / Critical Tasks:

• Processes noncompetitive requisitions issuing purchase orders in accordance with appropriate rules and regulations utilizing an on-line purchasing system.
• Records, opens, and tabulates invitations to bid utilizing on-line purchasing system.
• Corresponds with parties involved to assure that orders, payments, shipping, and deliveries are timely and in order.
• Resolves discrepancies between purchase orders and invoices, delivery dates, delays, damages, and rejections.
• Assists customers and suppliers in problem resolution; providing general information regarding purchasing policies, procedures and processes
• Assists in outreach and educational programs related to Historically Underutilized Businesses
• Analyzes financial data and initiates appropriate action when necessary.
• Assists in proactively facilitating the resolution of customer issues.
• Coordinates compliance with all applicable UTMB, State, and Federal rules and regulations.
• Assists in the development of office record keeping systems.
• Responsible for data entry including the creation, retrieval, and/or update of electronic files checking and verifying the correctness and completeness of data entered.
• Files and maintains purchasing (i.e., orders, bids, contracts, and payment data), reports, correspondence, and other documents in accordance with the current Record Retention Schedule.
• Compiles data for necessary reports.
• Interacts regularly with people at a variety of levels inside and/or outside the Process.
• Handles routine inquiries regarding policies, procedures, and operations of the process area.
• Assists, recommends, and facilitates the collaborative development of team process change, new programs, and operational planning. Coordinates compliance with all applicable UTMB, State, and Federal rules and regulations.
• Performs miscellaneous clerical duties such as answering the telephone, making copies, filing, faxing, and maintaining area bulletin boards.
• Maintains & reports service/process area outcomes.
• Stays current and adheres to applicable laws, rules, regulations, policies and procedures.
• Adheres to internal controls and reporting structure.
• Performs related duties as required.

Required Education / Experience:

High School Diploma or equivalent plus 2 years work experience in an office environment.

Knowledge, Skills and Abilities:

• Basic accounting skills.
• Working knowledge of a personal computer.
• Demonstrates telephone professionalism and etiquette.
• Good organizational skills.
• Ability to create documents utilizing word-processing, database, and spreadsheet software packages (e.g., MS Word, Access, Excel)
• Good proofreading skills.
• Good verbal communication skills.
• Basic problem resolution skills.
• Good time management skills.

EQUIPMENT:

Standard office equipment.

WORKING ENVIRONMENT:

Standard office environment.

OTHER:

Specific job requirements or physical location of some positions allocated to this classification, may render this position security sensitive, and thereby subject to the provisions of Section 51.215, Texas Education Code.

ANY QUALIFICATIONS TO BE CONSIDERED AS EQUIVALENTS IN LIEU OF STATED MINIMUMS REQUIRE THE PRIOR APPROVAL OF THE CHIEF HUMAN RESOURCES OFFICER.

THE UNIVERSITY OF TEXAS MEDICAL BRANCH AT GALVESTON IS AN EQUAL OPPORTUNITY / AFFIRMATIVE ACTION UNIVERSITY

Equipment: 

Standard office equipment.

Working Environment:

Standard hospital, clinical and/or office environment.

Other: 

Specific job requirements or physical location of some positions allocated to this classification, may render this position security sensitive, and thereby subject to the provisions of Section 51.215, Texas Education Code. 

Any qualifications to be considered as equivalents in lieu of stated minimums require the prior approval of the Chief Human Resources Officer.