Procurement Administrator

Company Description

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join the Harvard Faculty of Arts and Sciences?

The Faculty of Arts and Sciences (FAS) is the historic heart of Harvard University. It is the home of Harvard’s undergraduate program (Harvard College, founded in 1636) as well as all of Harvard’s Ph.D. programs (the Harvard Kenneth

C. Griffin Graduate School of Arts and Sciences, founded in 1872), Harvard Athletics and the Division of Continuing Education. The 40 academic departments and 30+ centers of the FAS support a community unparalleled in its academic excellence across the broadest range of liberal arts and sciences disciplines. Together, the FAS seeks to foster an environment of ambition, curiosity and shared commitment to knowledge and truth that elicits excellence from all members of our community and prepares the next generation of leaders through a transformative educational experience.

The Procurement Administrator provides day-to-day procurement support and guidance to the FAS community, helping to ensure purchasing activities are processed efficiently, accurately, and in accordance with University policies and procedures. This position serves as a key resource for departments with questions and issues related to the procure-to-pay process, shipping/freight, procurement policies, FAS Amazon Account, and other purchasing-related matters.

Job-Specific Responsibilities:

The Procurement Administrator works collaboratively with the Contract Manager, Sourcing Specialist, and Central Procurement team to support procurement initiatives, resolve departmental needs, and assist with process improvements. The position also provides back-up support to the Card Administrator and may assist with purchasing card administration and related activities as needed.

Key Responsibilities

• Provide responsive, customer-focused procurement support and guidance to FAS departments regarding purchasing processes, procedures, and requirements
• Assist departments with the preparation and submission of requisitions, approvals (as needed) ensuring requests are complete, accurate, and compliant with University policies and procedures
• Respond to and resolve questions related to requisitions, purchase orders, shipping, freight charges, and other purchasing-related issues
• Provide guidance to departments regarding procurement policies, procedures, and applicable purchasing requirements
• Support departments with Amazon account questions, access issues, purchasing concerns, and other Amazon-related procurement matters
• Review procurement requests, supplier on-boarding requests and assist departments in identifying appropriate purchasing processes and solutions
• Collaborate with the Contract Manager, Sourcing Specialist, and Central Procurement team on procurement initiatives, projects, process improvements, and other departmental needs as assigned
• Coordinate with appropriate procurement team members to escalation and resolve complex purchasing, supplier, contract, or policy-related issues
• Maintain effective working relationships with FAS departments, suppliers, and internal stakeholders
• Provide back-up support to the Card Administrator, including assisting with purchasing card-related activities, inquiries, new card applications, and administrative processes
• Assist with monitoring procurement activities to ensure compliance with University policies, procedures, and applicable financial requirements
• Maintain accurate procurement records and documentation and assist with reporting, audits and administrative activities as needed
• Identify recurring departmental questions/training opportunities or process challenges and recommend opportunities to improve procurement processes, resources, and customer service
• Participate in special projects and other procurement initiatives as assigned

Working Conditions:Work is performed in an office setting; this is a hybrid position…