Vendor Management Specialist

VENDOR REL SPEC 1 (005676)

UCPath Position ID: TBD_1000058

Position Description History/Status

Approved Date:

7/14/2026 5:02:38 PM

Date Last Edited:

7/14/2026 5:02:36 PM

Last Action Effective Date:

Organization Details

Business Unit (Location):

LACMP

Organization Code:

6400O

Organization:

VICE CHANCELLOR/CHIEF FINANCIAL OFFICER

Division Code:

6440D

Division:

BUSINESS & FINANCE SOLUTIONS           

Department:

327500 - PURCHASING

Position Details

UCPath Position Number:

TBD_1000058

Position Description ID

261549

UC Payroll Title:

VENDOR REL SPEC 1 (005676)

Personnel Program

Professional and Support Staff (PSS)

Salary Grade:

Grade 18

Job Code FLSA:

Non-Exempt

Union Code (Collective Bargaining Unit):

99: Non-Represented (PPSM)

Employee Relations Code:

E: All Others - Not Confidential

Employee Class (Appt Type):

1 - Staff: Contract

Full-Time Equivalent (FTE)

1

SUPERVISION

UCPath Reports to Position Number:

40119607

Reports to Payroll Title:

Vendor Rel Spec 2 (pending reclass to Spec 3)

UCPath Department Head Position Number:

41058648

Department Head Payroll Title:

VENDOR REL MGR 1

CLOSE SUPERVISION - Indicates that the incumbent is assigned duties according to specific procedures. Work is checked frequently, and in addition there may be formal training.

POSITION SUMMARY

The Vendor Management Specialist is responsible for reviewing incoming vendor submissions, evaluating compliance with company standards, and accurately establishing and maintaining official vendor records within the enterprise system. The ideal candidate possesses high attention to detail, strong data integrity standards, and excellent communication skills to ensure seamless vendor partnerships from day one.

The incumbent reports to the Vendor Management Team Lead who provides general direction and supervision to ensure successful completion of the work. Incumbents are expected to complete assignments independently, following departmental guidelines and University policies. Work is reviewed regularly to ensure accuracy.

Establish Vendor Records, including EFT Setup within

the Vendor

Management

System

 • Review daily queue requests from campus departments to establish new vendors

 • within the system. Review listing of existing vendors to ascertain that vendor does not already exist. Invite vendors to register via online vendor portal.

 • Review vendor submissions in vendor portal for valid addresses, potential sanction list alerts, and accuracy of payment information.

 • Establish vendor records in the vendor master file. For vendor files, establish email account to notify vendors of payments.

 • Adjust vendor records based upon vendor updates via the online vendor portal.

65%

Provide Customer

Assistance and

Support to

Vendors and

Departments

 • Serve as a liaison to vendors and departments; respond to questions and other

 • issues relating to vendor information.

 • Respond to inquiries from departments regarding vendor setup procedures, system use, and policy.

 • Work in cooperation with other team members to effectively service the campus and to meet timeliness and accuracy standards established by Associate Director of Vendor Relationships Management.

25%

Perform Other Tasks as Required by Management

 • Assist Associate Director of Vendor Relationships Management and Vendor Management Team Lead in testing new releases of vendor management software.

 • Special projects, as assigned.

10%

•

Performs other duties as assigned.

•

Complies with all policies and standards.

•

Complies with the University of California, Los Angeles (UCLA) Principles of Community.

•

This position description is not intended to be a complete list of all responsibilities, duties or skills required for the job and is subject to review and change at any time, with or without notice, in accordance with the needs of the organization.

QUALIFICATIONS

Bachelor's Degree

in related area and / or equivalent combination of education and experience / training.

Preferred

Skill in writing concise, logical and grammatically correct memos, letters and financial reports, and reading documents written in standard business English, such as administrative policies and procedures.

Required

 Skill in interacting diplomatically with the public and campus, in a high volume, continuous public contact setting.

Required

Skill in coordinating tasks to be accomplished by determining the time, place and sequence of actions to be taken on the basis of analysis and data.

Required

Skill in performing a variety of duties with frequent interruptions and/or distractions.

Required

Skill in working independently and following through on assignments with minimal direction.

Required

Demonstrated knowledge of Microsoft Office suite of products, including Outlook, Word, and Excel; use of the internet for business communications; performing required calculations; administrative record-keeping; on-line research; and software-as-a-service.

Required

Skill in setting priorities which accurately reflect relative importance of job responsibilities.

Required

Skill in interpreting documents such as vendor agreements, policy manuals, and memos to perform research, answer questions, and resolve problems.

Required

Oral communication skills to correspond with various levels of university personnel and ability to deliver oral presentations to groups or on a one-on-one basis.

Required

Skill in organizing information and documents for easy retrieval and to process work effectively.

Required

Demonstrated knowledge of university procedures.

Preferred

Ability to utilize vendor management systems (PaymentWorks, PAC and BruinBuy Plus) and working knowledge of Purchasing and vendor file management policies and procedures. Demonstrated working knowledge of EFT (Electronic Fund Transfer) process to establish and maintain vendor EFT files.

Preferred

SPECIAL REQUIREMENTS AND/OR CONDITIONS OF EMPLOYMENT

Background Check: Continued employment is contingent upon the completion of a satisfactory background investigation.

Live Scan Background Check: A Live Scan background check must be completed prior to the start of employment.

LOCATION AND PHYSICAL, ENVIRONMENTAL, MENTAL (PEM) REQUIREMENTS

Environment and Work Location Information

Environment Type:

Non-Clinical Setting

Location Setting:

Other University Setting(s)

Location:

UCLA Wilshire Center

Standing/Walking

X

Sitting

X

X

Bending/Stooping

X

Squatting/Kneeling

X

Climbing

X

Lifting/Carrying/Push/Pull 0-25 lbs

X

X

Lifting/Carrying/Push/Pull 26-50 lbs

X

Lifting/Carrying/Push/Pull over 50 lbs

X

Physical requirements other

X

Chemicals, dust, gases, or fumes

X

Loud noise levels

X

Marked changes in humidity or temperature

X

Microwave/Radiation

X

Operating motor vehicles and/or equipment

X

Exposures other

X

Sustained attention and concentration

X

X

Complex problem solving/reasoning

X

X

Ability to organize & prioritize

X

X

Communication skills

X

X

Numerical skills

X

X

Mental demands other

X

X

Classification 3:  Position in which exposure to blood, body fluids or tissues is not part of the position description. The normal routine task involves no exposure to blood, body fluids or tissues and the employee can decline to perform tasks which involve a perceived risk without retribution.