Job Requisition Number: 24890. To Serve by delivering best value business and procurement contracts, transactions and advice.
To Protect by ensuring highest level of compliance with UC policy and applicable local, State and Federal laws and regulations.
Supply Chain Management mission:
•Provide supply chain services that will support the academic and research mission. •Provide guidance and supply chain process tools to campus departments and to central administration units. •Ensure controls in the supply chain and maintain the highest level of compliance with UC policy and applicable local, state, and federal laws and regulations.
This position is the responsible for the Contract Management program for the University of California, Berkeley which includes management of policy and regulatory compliance with requirements set by federal and state agencies as well as the University of California, Office of the President. This position has a key role in maintaining regulatory compliance for Supplier Diversity, Social Responsibility, and Sustainability programs.
In this role, the position has responsibility for development and management of reports related to small and diverse business, including bi-annual federal reporting and annual reporting to the Office of the President. This role is primarily responsible for assisting departments with development, management, and reporting of Small Business Subcontracting Plans for federal contracts and grants.
This position also has responsibility for contract management and reporting related to Fair Wage compliance for contracts with University Suppliers.
The Supplier Diversity Coordinator represents the University in review, development and implementation of supplier diversity and sustainability policies and procedures. The Supplier Diversity Coordinator promotes diverse business spend and engages with Strategic Sourcing to ensure that diverse businesses are equitably included in bidding opportunities.
Administrating contractual database and documents that establish business relationships with contractors, customers and/or partners. Collaborates with internal partners as well as legal staff to structure contracts. Professional contracting services are provided in compliance with system-wide and campus policies and procedures. Analyzes contracts to ensure compliance with all applicable laws, rules, regulations and policies.
SUPPLIER CONTRACT MANAGEMENT: Manage supplier performance according to contract agreements, Maintain contract database and serve as campus functional representive for Contracting database. Monitor contract key performance indices, develop and monitor supplier scorecards. Prepares and executes contract documents according to UC policy and standards. Participates in contractor selection process in accordance with relevant policies, rules and regulations, etc. Conducts bidding cycle activities, including receiving quotes and reviewing quotations. May make awards and document transactions for audit purposes. Evaluates all information and obtains additional information as required to arrive at sound business decisions. Selects appropriate contracting method based on departmental needs.
REPORTING: Runs queries and mines data from various University procurement and federal reporting systems to report on business utilization, including federal Individual Subcontracting Report (ISR) for each existing federal contracts or subcontracts and Summary Subcontracting Reports (SSR) in the Electronic Subcontracting Reporting System (eSRS). Manually reports via SF-294 and SF-295 when a prime or subcontractor does not have access to eSRS. Provides monthly FAFTA reporting to Sponsored Project Office. Monitors, reviews, and accepts or rejects online ISRs from subcontractors to UC Berkeley. Also works with institutions which are required to submit ISRs to us when they have active Small Business Subcontracting Plans under our active federally funded agreements. Does EPA reporting for UC Berkeley. Provides reporting to State of California and University of California, Office of the President.
DIVERSE SUPPLIER UTILIZATION PLANNING: Develops initial and amended Small Business Subcontracting Plans for federally funded contracts or subcontracts exceeding the current federal threshold. Monitors and identifies when amended plans are needed from subcontractors. Engages with researchers and staff to complete the documentation required for these plans. Provides service and support for small business subcontracting plans to federal agencies, prime contractors, and subcontractors. Works with University’s Sponsored Projects Office to ensure that plans and agreements flow down the requirements for submission of a Small Business Subcontracting Plan. Works with all subcontractors receiving funding above the federal threshold (currently $700,000) from UCB prime or subcontract agreements to ensure that they submit a Small Business Subcontracting Plan. Accepts those plans. Works with researchers on EPA Disabled Business Enterprise Program-Utilization of Minority and Women Business Enterprises (MBE/WBE) to make progress toward ‘fair share goals’ as established by Environmental Protection Agency (EPA) cooperative agreements as required. Assists PIs in identifying qualified diverse suppliers to meet goals.
REGULATORY COMPLIANCE AND POLICY: Technical expert in Supplier Diversity and Sustainable Procurement: Assists in drafting policy in consultation with other UC Campuses and Office of the President. Analyzes and interprets changes in federal policy and California Public Contract Code as offered for comment in agency publications. Advises Office of the President Research Analysts on impact to UC campuses and recommends necessary actions to respond to potential policy changes. Also advises and recommends actions needed by OP and campuses. Proposes, leads and/or participates on policy and planning committees, working groups and conferences, including University of California systemwide working groups. Researches and summarizes best practices in field.
SUSTAINABILE SOURCING: The University of California is addressing three key components of sustainable procurement: environmental, social and economic. In response to this policy approach, engages with Buyers and Strategic Sourcing to identify and maximize opportunities for sustainable purchasing. Educates campus constituents on preferred sustainable procurement activities. Works with Strategic Sourcing to improve utilization of sustainable suppliers. Communicates internally and externally, requiring discretion and diplomacy in order to negotiate with or persuade officials to adopt proposed practices and solutions.
COMMUNICATION/TRAINING: Creates and provides training for faculty and staff in the areas of Supplier Diversity, Social Responsibility, Sustainability and Federal Small business reporting requirements. Provides information about supplier self-certification and how to locate diverse suppliers to campus constituents and suppliers. Educates small and diverse businesses wishing to do business at each of the campuses via email, phone, and web. Represents campus and participates in supplier diversity events both on campus and at outside events.Education/Training: •Bachelors degree in related area and/or equivalent experience/training required •Equivalent experience such as 2 or more years in one or more of the following areas: small business subcontracting plan development, supplier diversity program management, policy development, subcontract and award management, federal procurement, state procurement, educational procurement, spend analysis, or sourcing.
Knowledge/Skills: •Thorough knowledge of applicable state and federal regulations and general contract terms. •Thorough knowledge and understanding of specific contracting assignments. •Strong written, verbal and interpersonal communications skills; and ability to deal effectively with broad and diverse constituencies ensuring strong customer service orientation and skills. •Strong organizational, presentation and negotiation skills. •Strong listening and political acumen skills. •Strong knowledge of the campus, including its infrastructure, goals, mission, rules, policies, guidelines, etc.
The University of California was chartered in 1868 and its flagship campus - envisioned as a "City of Learning" - was established at Berkeley, on San Francisco Bay. Today the world's premier public university and a wellspring of innovation, UC Berkeley occupies a 1,232 acre campus with a sylvan 178-acre central core. From this home its academic community makes key contributions to the economic and social well-being of the Bay Area, California, and the nation.