Procurement Supplier Relationship Coordinator and Small/Diverse/Local Business Officer

Position will need to work nights or weekends as needed.

HOW TO APPLY

For full consideration, applicants should attach their resume and cover letter when applying for a job opening. For guidance related to the application process or if you are experiencing difficulties when applying, please review the Applicant Resources on our Talent Acquisition website. 

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INITIAL REVIEW DATE (IRD)

Application materials submitted by 11:59 pm on the IRD will be routed to the hiring unit for consideration. Materials submitted after the IRD will ONLY be forwarded at the request of the hiring unit. To ensure your application is routed for consideration, submit your materials before 11:59 p.m. on the IRD.  Talent Acquisition cannot accept application materials outside of the jobs portal, and is unable to update submitted applications on an applicant’s behalf, or forward communications to the hiring units. For more information about the IRD and the applicant review process, view this link .

The IRD for this job is: 03-20-2024

ABOUT UC SANTA CRUZ

UC Santa Cruz is a public university like no other in California, combining the experience of a small, liberal arts college with the depth and rigor of a major research university. It’s known as an unconventional place where innovation and experimentation is part of the campus’s DNA. That playful, bold spirit still thrives today, all on a campus renowned as among the most beautiful in the world.

DEPARTMENT OVERVIEW

Procurement and Supply Chain Services (PSCS) is a team within University Business Services, providing purchasing planning and support to all UCSC programs and departments. Within PSCS, the Strategic Sourcing team works as partners with campus clients and outside suppliers to ensure policy/regulation compliance, assists in determining best value, and aligns our purchasing power with our overall value proposition and drives cost savings. By engaging early and regularly, Strategic Sourcing plays a critical role in UCSC’s purchasing decisions.

More information can be found at: https://financial.ucsc.edu/pages/procurement_dept.aspx

JOB SUMMARY

We are seeking a dynamic and detail-oriented professional to join our procurement team as a Procurement Supplier Relationship Coordinator and Small/Diverse/Local Business Officer. The successful candidate will play a crucial role in coordinating and optimizing relationships with our suppliers, ensuring effective communication, reconciling contractual obligations, and fostering mutually beneficial partnerships. As a Small/Diverse/Local Business Officer, the selected candidate will play a pivotal role in fostering growth and sustainability for our local, diverse business community. The selected candidate will coordinate campaigns and work with UCSC suppliers to register appropriate partners as small businesses. This position requires a dynamic individual with a passion for supporting small businesses, a keen understanding of local economic landscapes, and the ability to cultivate relationships within a diverse entrepreneurial ecosystem. The ideal candidate will possess strong organizational skills, excellent communication abilities, and an understanding of UCSC’s procurement processes.

APPOINTMENT INFORMATION

Budgeted Salary: $99,650/annually. 
Under California law, the University of California, Santa Cruz is required to post a reasonable estimate of the compensation for this role. The salary shown above is the budgeted amount the University reasonably expects to pay and the salary extended should not exceed this posted amount.

Benefits Level Eligibility: Full benefits

Schedule Information:

• Full-time, Fixed
• Percentage of Time: 100%, 40 Hours per Week
• Days of the Week: Mon-Fri
• Shift Includes: Day, Evening, Night & Weekend

Employee Classification: Career appointment 

Job End Date: None

Work Location: UC Santa Cruz Scotts Valley Campus

Union Representation: Non-Represented

Job Code Classification: PROCUREMENT ANL 4 (007738)

Travel: Up to 25% of the time

JOB DUTIES

60% – Supplier Relationship Coordinator
 

• Develop and maintain strong relationships with key suppliers to ensure alignment with organizational goals and objectives.
• Conduct regular performance reviews and assessments of suppliers to ensure compliance with contractual agreements and quality standards proactively addressing any deviations or discrepancies.
• Collaborate with campus clients to address and resolve any issues that may arise in the supplier relationship.
• Serve as a primary point of support and contact between UCSC and new suppliers including coordination with PaymentWorks and the onboarding process.
• Train and assist suppliers with regulatory compliance requirements and system(s).
• Collaborate with campus clients, Procurement, Real Estate and Contracting Services, Risk Services, ITS, and other UCSC areas, to understand their requirements and provide support in relationships with UCSC suppliers. This includes collaboration with UCOP and other UC campuses.
• Research, recommend, develop and maintain a UCSC supplier management system.
• Work closely with Contracting Services, Campus Counsel, and Procurement teams to coordinate contract documentation and renewal processes.
• Create a database and reconcile revenue generating agreements and contracts.
• Develop and implement key performance indicators (KPIs) to measure supplier performance.
• Generate regular reports on supplier performance and share insights with relevant stakeholders.
• Identify and report on opportunities for continuous improvement in supplier relationships and UCSC’s procurement processes.
• Develop an understanding of suppliers sustainability profile and develop a roadmap for improvement opportunities to align with UC’s Sustainable Practices and Sustainable Procurement Guidelines.
• Identify and assess potential risks in the supplier relationship and implement strategies to mitigate those risks.
• Collect and analyze data regarding market trends, industry regulations, and supplier-related risks to proactively address challenges.
• Prepare regular reports to inform organizational strategy and decision-making.

30% – Small/Diverse/Local Business Officer
 

• Responsible for UCSC’s compliance and success with the UC Small Business First Policy.
• Develop and implement a strategy for 25% of UCSC’s spend to be with small and diverse businesses.
• Develop and maintain strong relationships with local small businesses, entrepreneurs, and community organizations.
• Act as the Procurement liaison between the business community and UCSC, understanding their needs and concerns.
• Identify and connect small and diverse businesses with relevant resources, including funding opportunities, training programs, and support services.
• Collaborate with local agencies, chambers of commerce, and economic development organizations to ensure businesses have access to available resources.
• Implement strategies to support minority-owned, veteran, and women-owned businesses.
• Collaborate with and assist suppliers to ensure they are appropriately certified.
• Stay informed about UC, local, state, and federal policies impacting small, diverse, and local businesses.
• Advocate for policies that support a thriving small and diverse business community.
• Coordinate with UCSC’s ePro team, UCOP, and outside partners to accurately report on UCSC’s small and diverse spend.

10% – Communication and Marketing
 

• Promote the diverse and local business community to the UCSC campus, working to ensure equitable opportunities for underrepresented groups.
• Organize workshops, fairs, and training sessions with suppliers on relevant topics related to partnering successfully with UCSC’s campus clients.
• Create and coordinate marketing and/or promotional communications for the department highlighting key initiatives and promoting departmental accomplishments.
• Craft announcements, guides, and other materials to provide guidance on university policies and processes to suppliers.
• Review and update website content as needed.

REQUIRED QUALIFICATIONS

• Bachelor’s degree in related area and / or equivalent experience and / or training
• Proven experience in business development, community outreach, or a related field.
• Proven experience in procurement, supplier relationship management, or a related role.
• Experience working in a customer service focused environment.
• Excellent verbal communication skills.
• Excellent interpersonal skills with the ability to work collaboratively with diverse stakeholders.
• Excellent written communication skills.
• Strong organizational and project management skills.
• Analytical mindset with the ability to use data to drive decision-making.
• Detail-oriented.
• Demonstrated ability to work independently.
• Demonstrated ability to work collaboratively in a team.

PREFERRED QUALIFICATIONS

• Knowledge of local economic development trends and challenges.
• Familiarity with financial principles and small business management.
• Knowledge of relevant legal and regulatory requirements.
• Experience with project management systems.
• Experience working with and promoting Small and Diverse businesses.
• Experience at de-escalation of sensitive subject matters.

SPECIAL CONDITIONS OF EMPLOYMENT

• Selected candidate will be required to pass a pre-employment criminal history background check.
• Ability to work long periods of time at a computer with or without accommodation.
• The selected candidate has the option to work a hybrid work schedule. If a hybrid work schedule is confirmed, the selected candidate must be able to work successfully from a home/remote office and be able to fulfill the requirements of the UCSC telecommuting agreement.
• This position requires the ability to report to campus to work in-person as operationally required, with reasonable notice as determined by your manager; travel expenses not covered.
• Ability to work a variable schedule including evenings and weekends.
• Ability to work occasional evenings and weekends as directed.
• Selected candidate will be required to complete training within established time frames as directed including UC compliance training.
• Ability to travel within a defined regional or service area.
• Ability to travel nationally.
• Ability to maintain appearance and conduct suitable for working in a professional setting.
• The selected candidate will be subject to the annual financial disclosure requirements of the California Political Reform Act of 1974.
• The University of California has implemented a Vaccination Policy covering all employees. Employees, including new hires, are required to comply with any applicable policies relating to the University of California vaccine program.

SAFETY STATEMENT

All UCSC employees must understand and follow job safety procedures, attend required health and safety training, proactively promote safety at work, and promptly report actual and potential accidents and injuries.

EEO/AA

The University of California is an Equal Employment 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, age, or protected veteran status. UC Santa Cruz is committed to excellence through diversity and strives to establish a climate that welcomes, celebrates, and promotes respect for the contributions of all students and employees.