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Under the general supervision of the Faculty Practice Group Office Procure-to-Pay Supervisor, the Procure-to-Pay Specialist coordinates purchasing and payables activities for Faculty Practice Group clinics and administrative operations. This position provides support throughout the procure-to-pay process, including purchasing, reimbursements, PCard transactions, invoice processing, vendor coordination, and customer service. The incumbent serves as a liaison between Faculty Practice Group personnel and Campus Purchasing and Payables, ensuring compliance with UCLA purchasing policies and procedures while supporting timely and accurate processing of transactions.

Key Responsibilities

• Coordinate purchasing and payables activities for Faculty Practice Group clinics and administrative operations.
• Prepare requisitions, purchase orders, and low-value orders (LVOs), and process PCard purchases and employee reimbursements.
• Monitor blanket agreements, vendor contracts, license renewals, certifications, invoices, and outstanding payables.
• Review purchasing transactions, invoices, and reimbursements to ensure accuracy, proper coding, and compliance with UCLA, UC, and Faculty Practice Group policies and procedures.
• Collaborate with Campus Purchasing and Payables, clinic managers, and vendors to resolve purchasing, payment, and invoice issues.
• Manage shared email inboxes, customer relationship management tools, purchasing trackers, and online filing systems.
• Track orders, reconcile statements, monitor inventory, and maintain purchasing records and vendor information.
• Perform data entry and transaction processing in systems including Concur and BruinBuy Plus.
• Provide training, guidance, and support to clinic staff and managers on purchasing systems, reimbursement processes, PCard procedures, and procurement policies.
• Develop and maintain training materials, FAQs, policies, procedures, and process documentation.
• Communicate with employees, physicians, vendors, and campus partners to provide timely customer service and resolve procure-to-pay inquiries.
• Prioritize assignments and support daily departmental operations while maintaining accurate documentation and audit records.