Procure-to-; P2P Specialist

Description

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.

• 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 Bruin Buy 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.

Salary Range: $32.67 - $49.71 hourly

All items listed below are required:

• Bachelor's degree in accounting, finance, business administration, information technology, computer science or a related field, and/or equivalent experience.
• Three years or more of progressively responsible experience performing purchasing and/or payables transactions in a professional setting.
• Ability to take initiative, set and adjust priorities which accurately reflect the relative importance of completing requirements, such as constant changes in workload, recurring deadlines, and completing requirements.
• Working knowledge of data processing terminology and any eProcurement system.
• Strong analytical and problem‑solving skills; demonstrates ability to analyze purchasing data, assess vendor performance, and recommend process improvements.
• Demonstrated ability to quickly learn new technology.
• Applies intermediate skills in financial and data analysis to reconcile accounts and resolve discrepancies.
• Demonstrates strong customer service skills and the ability to build effective working relationships. Customer focused/results‑oriented/sense of urgency/team player/flexible and adaptable. Must be customer service oriented, be able to work well independently.
• Adapts to changing priorities and integrates new systems and processes effectively.
• Must have a strong work ethic and be effective at working independently with minimal supervision, and as part of a team.
• Exhibits strong organizational skills and the ability to prioritize multiple tasks in a fast‑paced environment.
• Collaborates effectively as part of a team and independently manages assigned responsibilities.
• Communicates effectively in writing and verbally with diverse stakeholders, including vendors and clinical managers.
• Demonstrates commitment to accuracy, compliance, and continuous process improvement.

• Understands UCLA policies and compliance requirements for purchasing and accounts payable functions.