Procurement Administrator

Job description

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 escalate 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 requiring 1-3 days on campus (will be discussed during the interview process) Physical Requirements: Sitting and using near vision for reading and computer work for extended periods of time. Basic Qualifications: Bachelor’s degree or equivalent work experience required Minimum of 3 years’ relevant work experience Additional Qualifications and Skills: Experience in higher education, healthcare, government, or another regulated environment Experience in procurement, purchasing, finance, business administration, operations, or a related field Knowledge of procure-to-pay processes, including requisitioning, purchasing cards, eProcurement systems, and supplier management Familiarity with purchasing policies, contracts, shipping/freight processes, and financial controls Experience collaborating with cross-functional teams and supporting procurement initiatives or process improvements Strong customer service, communication, and ability to clearly explain policies and purchasing requirements Excellent organizational skills, attention to detail, and ability to manage multiple priorities and deadlines Proficiency with Microsoft Office and ERP systems such as Jaggaer or Oracle, with the ability to work effectively with departments, suppliers, and procurement teams Standard Hours/Schedule: 35 hours per week Visa Sponsorship Information: Harvard University is unable to provide visa sponsorship for this position Pre-Employment Screening: Identity, Education, Criminal, Credit Other Information: All formal offers will be made by FAS Human Resources. Work Format Details This position has been determined by school or unit leaders that some of the duties and responsibilities can be effectively performed at a non-Harvard location. The work schedule and location will be set by the department at its discretion and based upon operational needs. When not working at a Harvard or Harvard-designated location, employees in hybrid positions must work in a Harvard registered state in compliance with the University’s Policy on Employment Outside of Massachusetts . Additional details will be discussed during the interview process. Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment. Salary Grade and Ranges This position is salary grade level 056. Please visit Harvard's Salary Ranges to view the corresponding salary range and related information. Benefits Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. Because here, you are what matters. Our benefits include, but are not limited to: Generous paid time off including parental leave Medical, dental, and vision health insurance coverage starting on day one Retirement plans with university contributions Wellbeing and mental health resources Support for families and caregivers Professional development opportunities including tuition assistance and reimbursement Commuter benefits, discounts and campus perks Learn more about these and additional benefits on our Benefits & Wellbeing Page . EEO/Non-Discrimination Commitment Statement Harvard University is committed to equal opportunity and non-discrimination . We seek talent from all parts of society and the world, and we strive to ensure everyone at Harvard thrives. Our differences help our community advance Harvard's academic purposes. Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on the basis of race, ethnicity, color, national origin, sex, sexual orientation, gender identity, veteran status, religion, disability, or any other characteristic protected by law or identified in the university's non-discrimination policy . Harvard's equal employment opportunity policy and non-discrimination policy help all community members participate fully in work and campus life free from harassment and discrimination. 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.