Procurement Specialist

Reporting to the Manager of Financial Operations within the Harvard John A. Paulson School of Engineering and Applied Sciences (SEAS) Finance Office, the Procurement Specialist manages financial operations functions for the faculty members and a group of researchers, postdocs, and students. Key responsibilities include providing direct support for all procurement related needs by utilizing Harvard’s procurement system to process vendor payments and order supplies and equipment, as well as educating shoppers on procurement policies and processes. This role will also provide oversight and education on travel policies and processes to the preparers of reimbursements, while serving as an approver of travel expenses. The position will work closely with various SEAS offices, including Research Administration, Area Administration, Human Resources, Faculty Affairs, and others.

• Responsible for educating and guiding faculty, researchers, postdocs, and students on travel related processes for expense payments and reimbursements.
• Develop and implement localized procedures and process improvements to ensure compliance with University and SEAS policies, as well as ensuring the effective and efficient administration of their group.
• Partner with relevant Faculty Coordinators/Administrators and Research Portfolio Managers to ensure all procurement and reimbursement processes are properly followed from start to finish. Ensure all faculty, researchers, postdocs, and students are trained and following all procurement and reimbursement processes properly.
• Serve as a Requestor in Harvard’s procurement system, Buy-to-Pay (B2P), to purchase needed teaching and research supplies, materials and equipment for labs and faculty members, and process payments for services.
• Review lab needs and purchase practices to ensure procurement optimization
• Manage new supplier registration invites in Harvard’s supplier onboarding system
• Manage the procurement of both standard and complex purchases by guiding on the choice of vendor, verifying terms and conditions of the purchases, managing equipment-related financial procedures, and ensuring contract sign-off by the proper authority before making purchases and processing through B2P.
• Ensure Independent Contractor Questionnaire (ICQ) has been completed and approved before an agreement is executed.
• Provide technical advice and problem resolution on varied procurement issues ensuring a high level of customer service
• Responsible for clearing invoice holds, match exceptions, and open commitments in a timely manner for relevant transactions in B2P.
• Manage end to end procurement process, including ensuring the timely receipt of items in B2P by the shoppers and timely payment of invoices to vendors.
• Serve as the primary source of information to shoppers and travelers on established financial policies, processes, and systems. Provide relevant communications or training as needed.
• Provide procurement reports to management
• Performs travel, reimbursement or other financial operations procedures and transactions as necessary.
• Monitor University-issued card purchases to ensure they align with policy and deadlines
• Other duties as assigned

• Experience with Microsoft Excel, and financial reporting and procurement software systems

• Ability to be resourceful and work independently to ensure adherence to University and School policies and procedures
• Strong analytical skills with ability to translate data into meaningful information for other stakeholder groups
• Outstanding communication skills with the ability to convey financial and policy related information clearly and concisely
• Demonstrated ability to deliver outstanding customer service to stakeholder groups
• Willingness and ability to learn and adapt to new systems quickly
• Ability to establish effective work relationships across all levels
• Excellent time management and organizational skills, and the ability to prioritize competing demands in a fast-paced environment
• Strong attention to detail, accuracy, and follow through are essential
• Experience with Harvard financial systems preferred

• The position will require compliance with updated Covid policies and guidance. These policies can be found at https://hr.harvard.edu/corona-virus-workplace-policies. The University requires Harvard community members to comply with the University’s health and safety guidelines and protocols, including but not limited to those related to COVID-19. As detailed on our COVID-19 Vaccine Requirement Webpage, the University requires all new employees to complete their primary series COVID-19 vaccination prior to their start date. You may claim exemption from the vaccination requirement for medical or religious reasons. Note that unvaccinated individuals who are approved for an exemption may be subject to additional public health measures.
• The Harvard John A. Paulson School of Engineering and Applied Sciences does not provide visa sponsorship for administrative and staff positions.
• This position will be based in Allston, MA, and an on-campus presence is required. Hybrid work/flexible work arrangements may be discussed during the interview process. Any remote work must be performed in a state in which Harvard is registered to do business (CT, GA, IL, MA, MD, ME, NH, NJ, NY, RI, VA, VT, and WA).
• We are recruiting for two Procurement Specialist positions.

About SEAS
The Harvard John A. Paulson School of Engineering and Applied Sciences serves as the connector and integrator of Harvard’s teaching and research efforts in engineering, applied sciences, and technology. Our core tenets are educating broad-minded students; interdisciplinary research; integration across disciplines; and balancing theory, experimentation, and practice to create an unmatched environment for learning and exploration. Through collaboration with researchers from all parts of Harvard, other universities, and industry, we bring discovery and innovation directly to bear on improving human life and society. For more information about us, please visit www.seas.harvard.edu.

Commitment to Equity, Diversity, Inclusion, and Belonging
Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.