Procurement and Facilities Officer

CIRM Mission

The California Institute for Regenerative Medicine (CIRM) was created by the voters of California when they approved Proposition 71 in 2004, and renewed when Proposition 14 was approved in 2020, providing $5.5 billion to invest in cell and gene therapy research in California. CIRM’s mission, to accelerate regenerative medicine treatments to patients with unmet medical needs, is what drives us to succeed every day.

To meet this challenge, our team of highly trained and experienced professionals actively partners with both academia and industry in a hands-on, entrepreneurial environment to fast-track the development of today’s most promising regenerative medicine technologies.

Position Description

The Procurement & Facilities Officer reports to the Finance Director and is a key member of the small and nimble Finance team that oversees the use of CIRM funds in accordance with Proposition 14 and State of California regulations. The Officer is responsible for managing all of CIRM’s contracts, purchases, facilities, and emergency and safety protocols. In collaboration with the Legal department, this role manages, administers and educates staff on the contracting and procurement process for the organization.

Job Functions

With minimal oversight, duties include, but are not limited to:

Contracts and Procurement

• Primary point of contact for CIRM’s procurement
• Partner with the legal team and contract owner(s) to draft, review, and negotiate contracts.
• Ensure compliance with CIRM policies and California regulations.
• Manage the execution of contracts, purchase orders, change orders, and amendments.
• Manage the full competitive bidding process, including drafting and posting RFPs, fielding bidder inquiries, and coordinating proposal evaluation and selection.
• Track orders, delivery schedules, and resolve discrepancies.
• Monitor budgets and costs to optimize spending.
• Maintain relationships with vendors ensuring fairness and competiveness.
• Perform vendor reviews for risk management, quality assurance, cost and compliance.
• Maintain documentation for audits and legal compliance.
• Ensure timely payments, securing invoices/quotes, agreement renewals and resolving performance or billing issues.
• Develop and provide training for staff on requirements of CIRM’s contracting and procurement policies and procedures.
• Prepare regular reports to Independent Citizen’s Oversight Committee, Finance Subcommittee, and Governance Subcommittee on status of
• Collaborate with the Director of Finance to evaluate, update, and revise contracting and procurement policies, procedures and associated documents.

Facilities Management

• Oversee CIRM’s facilities operations, including lease administration, maintenance, repairs, mail/courier services, and security/access systems.
• Oversee office maintenance and repairs through securing and scheduling service, monitoring work status and working with the building management to address issues.
• Train and work alongside the receptionist on building tasks, coordinating assignments to ensure facility projects are carried out accurately and on schedule.
• Manage the system for all incoming/outgoing mail daily and FedEx courier shipments.
• Primary point of contact for CIRM’s security system (alarm code, key fob).
• Lead other projects and tasks as assigned that create efficiencies, safety and a productive work environment for staff.
• Develop, train and maintain CIRM’s safety and emergency preparedness programs to include Workplace Violence, ensuring compliance with Federal and State laws and best practices.
• Create badges and ID for new staff.

Other Duties

• Develop, implement, and maintain internal procedures, templates and training for all business services functions, including procurement, contracting, safety and facilities.

Supervision Received

The Procurement & Facilities Officer reports directly to the Director, Finance.

Supervision Exercised

None

Qualifications and Skills

Education

• Bachelor’s degree in Business Administration, Public Administration, Finance/Accounting, Supply Chain Management/Procurement

OR

• Equivalent experience working in contracts or procurement in place of a bachelor’s degree (4 years)

AND

Experience

• Three (3) years of experience in procurement, contracts administration, or supply chain management and preferably in government contracts.
• One (1) year working as a lead or in management.

Desirable Skills and Abilities

• Ability to operate standard office equipment such as but not limited to a personal computer (desktop or laptop models). Paper shredder, basic calculator, document system, (copier, facsimile, imaging). Ability to move materials and equipment, including boxes up to 25
• Demonstrated ability to take lead projects, overcome obstacles, and move them to completion with minimal
• Excellent organizational skills, including a demonstrated ability to prioritize a wide variety of tasks and work on multiple tasks simultaneously, while timely meeting deadlines and keeping materials
• Demonstrated ability to work flexibly in a fast-paced environment where priorities often shift.
• Ability to write business
• Ability to understand state funding and bond issuance components.
• Proficiency in Microsoft Word, Outlook, Excel, PowerPoint, Adobe PDF, and DocuSign.
• Proficiency in FI$Cal. Preferably the California state’s Purchase Order module.
• Excellent interpersonal, written and oral communication skills, flexibility and problem-solving
• Experience with contracts and procurement management at the State of California or University of California systems.
• Experience with contract law.
• Experience working with government contracts.

Working Conditions

• This position requires one day per week in the South San Francisco office, one day per week in the West Sacramento office, and three days working remotely.
• In-person attendance of organizational meetings and board, subcommittee, and working group meetings as required.
• Prolonged periods of sitting at a desk and working on a computer.
• Must be willing to work in a high-rise building.
• Ability to operate standard office equipment.
• Be available to work outside of normal business hours as needed.

Salary Range and Benefits

This position is expected to pay $115,638 - $131,004 which falls within the full salary range of $115,638 - $154,080 for the Procurement and Facilities Officer job classification. It is uncommon for an individual to be offered a salary close to the upper end of the full range for a position. Salary for this position will reflect the final candidate’s qualifications, experience, skills, knowledge, relevant education, and certifications, in addition to being aligned with the internal peer group.

Required Hiring Documents

Applicants who do not submit the required items timely may not be considered for this job:

• Cover Letter detailing why the applicant is a good fit
• Resume

Applicants requiring reasonable accommodations for the interview process should inform the interview scheduler at the time of scheduling.

For general questions regarding this position or inquiries specifically related to reasonable accommodations or Equal Employment Opportunity (EEO), please contact [email protected].

Additional EEO Contact Information

California Relay Service: 1-800-735-2929 (TTY), 1-800-735-2922 (Voice) TTY is a Telecommunications Device for the Deaf and is reachable only from phones equipped with a TTY Device.

Equal Opportunity Employer

The State of California is an equal opportunity employer to all, regardless of age, ancestry, color, disability (mental and physical), exercising the right to family care and medical leave, gender, gender expression, gender identity, genetic information, marital status, medical condition, military or veteran status, national origin, political affiliation, race, religious creed, sex (includes pregnancy, childbirth, breastfeeding and related medical conditions), and sexual orientation.

Benefits

https://benefits.calhr.ca.gov/state-employees/

It is an objective of the State of California to achieve a drug-free workplace. Any applicant for state employment will be expected to behave in accordance with this objective because the use of illegal drugs is inconsistent with the law of the State, the rules governing Civil Service, and the special trust placed in public servants.