Day in the Life: Annabelle Victoria

Let’s say you’re in need of a highly-specialized piece of equipment for your research. Or new accounting software in your department. Or maybe you have to find a new supplier for janitorial products.

But where do you start? Whatever you need, your first call should probably be to Purchasing Services, to talk to one of their friendly and knowledgeable procurement specialists.

“Many folks on campus see us as an order desk and don’t realize we’re so much more,” explains purchasing officer Annabelle Victoria. “They don’t have the full picture of our services and what kinds of things we can help them with.”

Even when clients know what equipment or service they need, she says, they often don’t realize all the requirements that UVic, as a publicly funded organization, must comply with under provincial and federal regulations.

“It can be a complicated process,” Victoria acknowledges, “but I try to make it as straightforward as possible, while ensuring we comply with public procurement legislation and end up with the best product at the best value.”

Victoria has been a purchaser in both the private and public sectors, and has been working at UVic since 2013. While the fundamentals of procurement are the same in any industry, she notes that there is a very different approach between private companies and public organizations.

“A private company can buy from anyone they like, but they are also mainly profit-driven. They usually want low costs that contribute to their profit margins,” she says. “But a university, as a public entity, must demonstrate fair and transparent processes, no conflicts of interest, and equal opportunities for all suppliers. There are also privacy, freedom-of-information, and trade laws that need to be followed.”

Each purchasing officer is responsible for specific campus departments. Victoria’s clients are University Systems, which involves hardware and software purchases, and Research Services, where she supports the procurement of equipment for research projects funded through the Canada Foundation for Innovation (CFI).

Victoria works with Research Services and the individual researchers to establish budget requirements for their CFI projects. This involves learning about their project and understanding what type of equipment they need to determine the best procurement approach. The fun part for Victoria is working with researchers and learning about their investigations.

“The CFI projects can be very challenging, but are absolutely fascinating, too,” Victoria says. “UVic is doing some amazing work in so many fields, and I really enjoy helping support the researchers.”

“Annabelle has been extremely helpful for our large multidisciplinary equipment grant applications,” says Dr. Alexandre Brolo, UVic professor of chemistry and director of the Centre for Advanced Materials and Technologies (CAMTEC). “Advanced research in materials science requires sophisticated instrumentation that is very specialized and expensive. The success of my latest acquisitions and fund applications have to be credited, in no small part, to the work she did to define my requirements, identify vendors and determine the best value.”

Sourcing computer-based solutions is also a big part of Victoria’s job, such as a recent project that she worked on with University Communications + Marketing, to find the best platform to help manage the huge and never-ending flow of UVic-related social media.

“The explosion of social media outlets in recent years means it’s practically impossible to monitor and respond to every UVic mention, let alone coordinate our responses with different departments on campus,” says Robin Sutherland, manager of UC+M’s internet strategies team. “Annabelle was terrific in helping us define what we needed, work through the procurement process and, perhaps most importantly, coordinate with other departments that have similar needs so we can work together. We really appreciate her assistance on this project.”

For Victoria, the job satisfaction comes from providing the best service delivery possible, knowing she is part of, and supporting, projects that are positively impacting UVic. “For me, the most fulfilling part of my job is knowing I’ve helped to find the most efficient, effective and economical products and services for my clients. In my own small way, I feel that I’m contributing to UVic’s initiatives in a positive way and that’s the best part of what I do.”

Here today, gone tomorrow

Did you know that Purchasing Services also helps UVic dispose of equipment and supplies that are no longer of use? For example, two greenhouses that have been unused for over a year are now finding new life on Salt Spring Island. Rather than being demolished, the structures have been decommissioned, deconstructed and sold to the EcoReality Sustainable Land Use and Education Cooperative. The vacated site on campus will be used for a new Facilities Management service building.