JOB SUMMARY:

This position is responsible for assisting the Supplier Diversity Program Manager with all activities related to the HUB and Federal Small Business Program including facilitating compliance, reporting, contract administration, and outreach/in-reach efforts.

ESSENTIAL JOB FUNCTIONS:

• Promotes use of minority/woman-owned businesses and small business concerns in compliance with state legislation and System requirements as well as Federal requirements.

• Promotes the HUB & Federal Small Business Program in a positive light at all times; externally and internally.   

• Performs administrative duties such as word processing, filing, ad-hoc reporting, proof reading and writing.

• Helps develop promotional materials to include trade show or training materials, ie., sign-in sheets, contact cards, brochures, bid opportunity listings, and upcoming events.

• Assist with maintaining file for HUB Subcontract Plans for commodities and services.  File must contain pertinent information from the solicitation and pre bid meeting, including sign in sheet when available; copy or screen print of the resulting purchase order, Master Agreement number, verification of the HUB certifications (CMBL), and correspondence with the prime supplier establishing contact for monthly reports as well as follow same continuous file format for all files.

• Tracks and prepares HUB and small business concern reporting compliance and generates statistical reports as required using Excel, Access or equivalent.

• Monitor the receipt of monthly Prime Contractor Assessment Reports (PAR).  Track payments to subcontractors (HUB and non-HUB) in Access database. 

• Assists in the development and presentation of training programs using PowerPoint (or equivalent) to external and internal clients.

• Assist as required with monthly follow up with suppliers who are late submitting their Progress Assessment Reports.

• Assists as required with periodic review of HSP files for accuracy of monthly report with regard to payments to HUB subcontractors.  May be required to contact prime supplier with any discrepancies. 

• Provides lists of potential HUB suppliers to procurement and to prime contractors as needed.

• Assists as required with organization of HUB/Federal Small Business functions.

• Attends outreach functions as requested.  This may include EXPO’s for WBEA, HMBC and City of Houston.

• Communicates by e-mail and telephone on a daily basis with suppliers wanting to do business with UTMB, answering questions regarding completion of HSPs, and procurement questions with regard to HSP process and HSP review.

• Provides support to the HUB & Federal Small Business Program Suppler Diversity Manager on a daily and operational basis.

• Maintains department expense binder by fiscal year of all expenses including purchase orders, IDTs, check requests, etc.

• Maintains sign-in sheets from all internal trainings and outreach events. 

• Supports State & Federal Small Business Program coworkers as needed.

• Maintain discretion and confidentiality at all times.

• Adheres to internal controls and reporting structure.

MARGINAL OR PERIODIC JOB FUNCTIONS:

• Performs related duties as required.

REQUIRED EDUCATION / EXPERIENCE:

Associate’s Degree or equivalent and 2 years related experience.

EQUIPMENT:

Standard office equipment.

WORKING ENVIRONMENT/LOCATION OF POSITION:

Standard office environment.  May require some local travel.

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 VICE PRESIDENT FOR HUMAN RESOURCES AND EMPLOYEE SERVICES.