Purchasing Assistant - UC Law SF International Law Review : Job Details

PURCHASING ASSISTANT

Purchasing

Classification:Class Code 2320 / Level 1 / Non-Exempt / Full-Time / Benefited

Anticipated hiring range: $31.25/HR (commensurate with experience)

THE ROLE and responsibilities

The Purchasing Assistant provides essential clerical and operational support to the Purchasing Department. This role focuses on daily mailroom operations, shipping and receiving logistics, document management, fixed asset tracking, and departmental administrative support. It plays a vital role in the flow of materials and information across campus and supports the department's compliance and recordkeeping requirements.

Key Responsibilities

Mailroom and Shipping Operations

• Receive, sort, and distribute incoming mail and packages for all campus departments and residents.
• Prepare, meter, and process outgoing mail and coordinate pickups with USPS, FedEx, UPS, and other carriers.
• Maintain logs of incoming and outgoing packages, including time-sensitive or high-value items.
• Monitor mailroom inventory and request supplies or equipment servicing as needed.
• Serve as the main point of contact for internal mail-related inquiries and routine delivery issues.

Records and Document Management

• Maintain and organize purchasing-related records, databases, files, and documentation in accordance with campus retention policies.
• Digitize and archive documents including invoices, W9's, certificates of insurance (COI's), and vendor compliance forms.
• Coordinate secure shredding services and off-site document storage logistics.

Fixed Asset and Inventory Support

• Assist with the entry and tracking of fixed assets, including tagging items and maintaining accurate records in inventory systems.
• Conduct periodic inventory checks to support compliance and reporting.
• Coordinate e-waste pickups and ensure proper documentation of asset disposal activities.

Administrative and Departmental Support

• Reconcile documentation for department purchases and assist with expense and billing records.
• Maintain shared inboxes, calendars, and tracking logs for purchasing-related activities.
• Assist with clerical tasks such as preparing forms, data entry, and organizing departmental files.
• Support internal training efforts by preparing mailroom procedure documentation or quick-reference guides.
• Perform other related duties as assigned.

REQUIREMENTS

EDUCATION AND EXPERIENCE

Minimum Qualifications

• High school diploma or equivalent.
• At least two (2) years of administrative, clerical, or shipping & receiving experience.

Knowledge, Skills, and Abilities

• Strong organizational skills and ability to manage multiple routine tasks with attention to detail.
• Familiarity with Microsoft Office, Box, DocuSign, and other file management software is a plus
• Ability to follow established procedures and carry out instructions with minimal supervision.
• Strong communication skills - both written and verbal.
• Ability to lift and transport mail and packages up to 50 lbs.
• Ability to operate mailroom equipment safely and efficiently.

BENEFITS

Health and Welfare Benefits

• Comprehensive medical, dental and vision insurance coverage
• Flexible Spending Accounts for transportation-related, healthcare and dependent care expenses
• Employee Assistance Program

For Your Financial Future

• Life Insurance, Disability Insurance, and Legal Insurance
• University of California Retirement Plan (a defined benefit plan)
• Deferred Compensation Plans/Pre-tax Retirement Savings Programs

For Your Work/Life Balance

• Fifteen paid holidays per year
• Generous vacation and sick leave
• Commuter Benefits Program

THE HIRING PROCESS

Please note: This position has been designated as “sensitive” and requires a pre-employment background check.

Federal law requires employers to provide reasonable accommodation to qualified individuals with disabilities. Please contact Human Resources if you require a reasonable accommodation to apply for a job. Examples of reasonable accommodation include making a change to the application process, providing documents in an alternate format, using a sign language interpreter, or using specialized equipment.

WHAT TO EXPECT

Applicants who meet the position requirements will be competitively evaluated to identify the individuals whose breadth and depth of experience and education most closely relate to the stated requirements and the needs of the College. Not all applicants will be contacted for an interview.

The skills listed above are comprehensive, and we understand there are great candidates who possess only a subset of those skills, or who have other important skills. If you match some of these skills, please do not hesitate to apply.

UC Law San Francisco is an Equal Opportunity Employer. UC Law San Francisco strives to provide a diverse and inclusive educational environment that fosters cultural awareness, mutual understanding and respect. UC Law San Francisco College of the Law is interested in candidates who will contribute to diversity and equal opportunity in higher education through their teaching. Qualified women and members of underrepresented minority groups are strongly encouraged to apply.