Procure-to-Pay (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.

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.

Salary Range: $34.30 - $52.20/hourlyQualifications

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.

Preferred:

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

UCLA Health welcomes all individuals, without regard to race, sex, sexual orientation, gender identity, religion, national origin or disabilities, and we proudly look to each person’s unique achievements and experiences to further set us apart.