Purchasing Coordinator

Position Number: 40073013

Payroll Title: BLANK AST 3

Job Code: 004722

Job Open Date: 3/2/26

Application Review Begins: 3/17/26

Department Code (Name): CNSI (CALIF NANOSYSTEMS INSTITUTE)

Percentage of Time: 100

Union Code (Name): CX - Clerical/Admin

Employee Class (Appointment Type): Staff: Career

FLSA Status: Non-Exempt

Classified Indicator Description (Personnel Program): PSS

Salary Grade: STEPS

Pay Rate/Range: The budgeted salary range that the University reasonably expects to pay for this position is $29.35 to $32.18 hourly. Salary offers are determined based on final candidate qualifications and experience; the budget for the position; and the application of fair, equitable, and consistent pay practices at the University. The full salary range for this position is $29.35 to $42.06 hourly.

Work Location: Elings Hall - 3448

Working Days and Hours: Monday - Friday, 8:00 am - 5:00 pm

Benefits Eligibility: Full

Type of Remote or Hybrid Work Arrangement, if applicable: Hybrid (Both UC & Non-UC locations)

Special Instructions:

For full consideration, please include a resume and a cover letter as part of your application.

Department Marketing Statement:
The California NanoSystems Institute (CNSI) is one of four UC-based California Initiatives for Science and Innovation (Cal-ISI). CNSI's mission is to create an inclusive, collaborative, closely integrated, and intensely interactive environment that will foster innovation in nanosystems research, educate the next generation of diverse leaders in science and engineering, and bring scientific and technological innovation into the economy and society. To spur fundamental discovery and translation, CNSI has developed world-class infrastructure and a range of synergistic platforms that facilitate interdisciplinary team science, provide critical research capabilities, and create an environment for entrepreneurship, outreach, and workforce training. The CNSI oversees the management of an extensive portfolio of extramurally and intramurally funded research projects, including the $25M UCSB NSF Quantum Foundry, $23.7M NSF BioPACIFIC Materials Innovation Platform (MIP), and Ex FAB BioFoundry $22M. The CNSI provides broad support to UC Santa Barbara research enterprise through numerous shared multi-user research laboratories and facilities, the Center for Scientific Computing (CSC), a Technology Incubator, multiple grant and fellowship programs, plus other special initiatives. To learn more about our institute, please visit www.cnsi.ucsb.edu.

Benefits of Belonging

Working at UC means being part of this vibrant institution that shines a light on what is possible. People make UC great, and UC recognizes your contributions by making this a great place to work. Excellent retirement and health are just one of the rewards. Learn more about the benefits of working at UC

Brief Summary of Job Duties:

The Purchasing Coordinator is responsible for the purchasing, shipping and receiving, equipment management plus invoice and reimbursement processing activities for the California NanoSystems Institute (CNSI) in accordance with Departmental, UC, State and Federal policies and procedures. The CNSI's operations include extramurally and intramurally funded research projects, multi-user research facilities, technology incubator, education and outreach activities plus the maintenance of Elings Hall.

Required Qualifications:

• Required or equivalent combination of education and work experience Bachelor's Degree
• 1-3 years Administrative Experience
• Customer service experience
• Ability to focus in a busy and dynamic work environment with frequent interruptions

Preferred Qualifications:

• Accurate with data entry and attention to detail
• Experience in office setting
• Working knowledge of University financial policies and procedures
• Demonstrated strong communication skills and ability to convey complex information obtained from multiple sources both verbally and in writing.
• Ability to multi-task and meet strict deadlines while maintaining a high level of accuracy.
• Professionalism, initiative, flexibility and analytical skills are necessary.
• Proficiency in administrative office computer software programs.

Special Conditions of Employment:

• Satisfactory criminal history background check
• UCSB is a Tobacco-Free environment

Misconduct Disclosure Requirement:

As a condition of employment, the final candidate who accepts an offer of employment will be required to disclose if they have been subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct; or have filed an appeal of a finding of substantiated misconduct with a previous employer.

"Misconduct" means any violation of the policies governing employee conduct at the applicant's previous place of employment, including, but not limited to, violations of policies prohibiting sexual harassment, sexual assault, or other forms of harassment, or discrimination, as defined by the employer. For reference, below are UC's policies addressing some forms of misconduct:

UC Sexual Violence and Sexual Harassment Policy
UC Anti-Discrimination Policy
Abusive Conduct in the Workplace

Job Functions and Percentages of Time:

• 50% Purchasing - Issues, receives, and processes all purchase orders and vendor blankets for extramural contracts and grants, departmental and gift funds in accordance with applicable policies and procedures. Verifies appropriateness and allowability of charges in accordance with federal, state, university, donor specified and agency award guidelines. Ensures that adequate funds are available. Advises principal investigators, researchers, students and staff of applicable purchasing guidelines and procedures. Handles vendor inquiries and tracks status of purchases upon request.
• 20% Shipping and Receiving - Coordinates the sending and receiving of items for department. Verifies and keeps records on incoming and outgoing shipments and prepares items for shipment: Compares identifying information and counts, weighs, or measures items of incoming and outgoing shipments to verify information against bills of lading, invoices, orders, or other records. Notifies purchaser(s) when orders arrive. Documents the status of such notifications. Arranges the short-term storage needs for oversized, temperature-sensitive, and/or hazardous materials. Determines method of shipment, utilizing knowledge of shipping procedures, and rates. Examines outgoing shipments to ensure shipments meet specifications. Maintains inventory of shipping materials and supplies. Coordinates the return of damaged or defective goods to appropriate vendors. International Shipments/Export Control/Customs. Coordinates RMAs and tracks shipments returned for replacement/reimbursement.
• 5% Equipment Management - Maintains equipment inventory list. Coordinates with faculty, post-doctoral researchers and graduate students to tag and monitor location of equipment. Submits required report to Equipment Management Office bi-annually. Coordinates with faculty, post-doctoral researchers and graduate students to tag and monitor location of equipment. Prepares EIMRs as appropriate. Initiates and tracks Fabrications
• 25% Financial and Administrative - Account Management Manages pass-through account monthly. Identifies and transfers costs to individual projects for usage of chemicals and gases billed to the Institute in lump sum amounts. Verifies that charges are allowable and applicable to funding sources. Obtains and verifies supporting documentation. Prepares required transfers of non-payroll expense, reconciles accounts and monthly reports. Resolves discrepancies with appropriate campus personnel and vendors. Accounts Payable Receives, reviews and processes invoices and Flexcard transactions resulting from Institute's purchasing activity. Confirms receipt, quality and condition of orders or services with end users. Verifies that charges are allowable and applicable to funding sources. Resolves discrepancies with appropriate campus personnel, vendors and end users. Prepares and maintains all accounts payable vendor files and assists in various accounts payable projects. Form Processing Processes petty cash, membership, miscellaneous reimbursements for previously authorized transactions, business meeting requests, travel advances, travel expense vouchers and miscellaneous payment forms for activity charged to extramural funds according to agency, federal and UC policies and procedures. Receives initial requests from staff/faculty/postdocs/graduate students, evaluates allowability of request to be charged on a specified contract or grant, ensures that submitted documentation is acceptable under agency, federal and UC policies and procedures, prepares documents, verifies funding sources, assigns object codes and obtains required approvals and exceptions. Assists with travel arrangements as necessary. Verifies that the charges are allowable and applicable to the funding source. Special Projects and Other Duties Maintains complete and accurate financial files, insuring the department is "audit ready" at all times. Updates desk manual and keeps abreast of policy and procedure modifications. Special projects and other duties as assigned.

UC Vaccination Programs Policy:

As a condition of employment, you will be required to comply with the University of California Policy on Vaccinations Programs.

As a condition of Physical Presence at a Location or in a University Program, all Covered Individuals* must participate in any applicable Vaccination Program by providing proof that they are Up-to-Date with any required Vaccines or submitting a request for Exception in a Mandate Program or properly declining vaccination in an Opt-Out Program no later than the Compliance Date (Capitalized terms in this paragraph are defined in the policy.). Federal, state, or local public health directives may impose additional requirements.

For more information, please visit University of California Policy on Vaccinations - https://policy.ucop.edu/doc/5000695/VaccinationProgramsPolicy

*Covered Individuals: A Covered Individual includes anyone designated as Personnel or Students under this Policy who physically access a University Facility or Program in connection with their employment, appointment, or education/training. A person accessing a Healthcare Location as a patient, or an art, athletics, entertainment, or other publicly accessible venue at a Location as a member of the public, is not a Covered Individual.

Equal Employment Opportunity:

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

Reasonable Accommodations:

The University of California endeavors to make https://jobs.ucsb.edu accessible to any and all users. If you would like to contact us regarding the accessibility of our website or need assistance completing the application process, please contact Katherine Abad in Human Resources at 805-893-4664 or email katherine.abad@hr.ucsb.edu. This contact information is for accommodation requests only and cannot be used to inquire about the status of applications.

Privacy Notification Statement

Privacy Notification Statement and Notice of Availability of the UCSB Annual Security and Fire Safety Report Disclosures

Application Status: If you would like to check the status of your application, please log into the Candidate Gateway where you applied and click on 'my activities'.