Procurement Administrator

Harvard University, Faculty of Arts & Sciences; Cambridge (MA); Hybrid; USD 65,000 - 90,000; Full time

Benefits offered by this job

Parental leave

Health insurance from day one

Retirement plan

Wellbeing resources

Commuter benefits

Tuition assistance

Job summary

Harvard University, Faculty of Arts and Sciences is seeking a Procurement Administrator to provide day-to-day procurement support across departments, ensuring efficiency, accuracy, and compliance with university policies. The role collaborates with the Contract Manager, Sourcing Specialist, and Central Procurement team.

The successful candidate will handle requisitions, vendor questions, and purchasing-card workflows, while maintaining records and supporting process improvements.

Qualifications

• Bachelor’s degree or equivalent work experience required.
• Minimum of 3 years’ relevant work experience.
• Experience with procure-to-pay processes and ERP systems.
• Strong customer service and clear policy communication.
• Excellent organization and ability to manage multiple priorities.

Responsibilities

• Provide procurement support and guidance to FAS departments.
• Assist with requisitions, approvals, and process compliance.
• Respond to questions on requisitions, orders, and shipping.
• Guide departments on procurement policies and requirements.
• Coordinate with Contract Manager and Central Procurement on initiatives.
• Maintain procurement records and assist audits.

Skills

Customer service

Communication

Cross-functional collaboration

Procurement knowledge

Policy explanation

Attention to detail

Organizational skills

Multitasking

Education

Bachelor’s degree or equivalent

3 years relevant work experience

Tools

Microsoft Office

Jaggaer

Oracle

Job description

Company Description

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

Why join the Harvard Faculty of Arts and Sciences?

The Faculty of Arts and Sciences (FAS) is the historic heart ofHarvard University. It is the home of Harvard’s undergraduateprogram (Harvard College, founded in 1636) as well as all ofHarvard’s Ph.D. programs (the Harvard Kenneth C. Griffin GraduateSchool of Arts and Sciences, founded in 1872), Harvard Athleticsand the Division of Continuing Education. The 40 academicdepartments and 30+ centers of the FAS support a communityunparalleled in its academic excellence across the broadest rangeof liberal arts and sciences disciplines. Together, the FAS seeksto foster an environment of ambition, curiosity and sharedcommitment to knowledge and truth that elicits excellence from allmembers of our community and prepares the next generation ofleaders through a transformative educational experience.

Job Description

The Procurement Administrator provides day-to-day procurementsupport and guidance to the FAS community, helping to ensurepurchasing activities are processed efficiently, accurately, and inaccordance with University policies and procedures. This positionserves as a key resource for departments with questions and issuesrelated to the procure-to-pay process, shipping/freight,procurement policies, FAS Amazon Account, and otherpurchasing-related matters.

Job-Specific Responsibilities:

The Procurement Administrator works collaboratively with theContract Manager, Sourcing Specialist, and Central Procurement teamto support procurement initiatives, resolve departmental needs, andassist with process improvements. The position also providesback-up support to the Card Administrator and may assist withpurchasing card administration and related activities asneeded.

Key Responsibilities

• Provide responsive, customer-focused procurement support andguidance to FAS departments regarding purchasing processes,procedures, and requirements
• Assist departments with the preparation and submission ofrequisitions, approvals (as needed) ensuring requests are complete,accurate, and compliant with University policies andprocedures
• Respond to and resolve questions related to requisitions,purchase orders, shipping, freight charges, and otherpurchasing-related issues
• Provide guidance to departments regarding procurement policies,procedures, and applicable purchasing requirements
• Support departments with Amazon account questions, accessissues, purchasing concerns, and other Amazon-related procurementmatters
• Review procurement requests, supplier on-boarding requests andassist departments in identifying appropriate purchasing processesand solutions
• Collaborate with the Contract Manager, Sourcing Specialist, andCentral Procurement team on procurement initiatives, projects,process improvements, and other departmental needs as assigned
• Coordinate with appropriate procurement team members toescalate and resolve complex purchasing, supplier, contract, orpolicy-related issues
• Maintain effective working relationships with FAS departments,suppliers, and internal stakeholders
• Provide back-up support to the Card Administrator, includingassisting with purchasing card-related activities, inquiries, newcard applications, and administrative processes
• Assist with monitoring procurement activities to ensurecompliance with University policies, procedures, and applicablefinancial requirements
• Maintain accurate procurement records and documentation andassist with reporting, audits and administrative activities asneeded
• Identify recurring departmental questions/trainingopportunities or process challenges and recommend opportunities to improve procurement processes, resources, and customer service
• Participate in special projects and other procurementinitiatives as assigned

Working Conditions:

Work is performed in an office setting;this is a hybrid position requiring 1-3 days on campus (will bediscussed during the interview process)

Physical Requirements:

Sitting and using near vision forreading and computer work for extended periods of time.

Qualifications

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, oranother regulated environment
• Experience in procurement, purchasing, finance, businessadministration, operations, or a related field
• Knowledge of procure-to-pay processes, includingrequisitioning, purchasing cards, eProcurement systems, andsupplier management
• Familiarity with purchasing policies, contracts,shipping/freight processes, and financial controls
• Experience collaborating with cross-functional teams andsupporting procurement initiatives or process improvements
• Strong customer service, communication, and ability to clearlyexplain policies and purchasing requirements
• Excellent organizational skills, attention to detail, andability to manage multiple priorities and deadlines
• Proficiency with Microsoft Office and ERP systems such asJaggaer or Oracle, with the ability to work effectively withdepartments, suppliers, and procurement teams

Additional Information

• Standard Hours/Schedule: 35 hours per week
• Visa Sponsorship Information: Harvard University isunable to provide visa sponsorship for this position
• Pre-Employment Screening: Identity, Education, Criminal,Credit
• Other Information: All formal offers will be made by FASHuman Resources.

Work Format Details

This position has been determined by school or unit leaders thatsome of the duties and responsibilities can be effectivelyperformed at a non-Harvard location. The work schedule and locationwill be set by the department at its discretion and based uponoperational needs. When not working at a Harvard orHarvard-designated location, employees in hybrid positions mustwork in a Harvard registered state in compliance with theUniversity’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 priorto 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 tosupport a healthy work-life balance and your physical, mental andfinancial wellbeing. Because here, you are what matters.

• Generous paid time off including parental leave
• Medical, dental, and vision health insurance coverage startingon day one
• Retirement plans with university contributions
• Wellbeing and mental health resources
• Support for families and caregivers
• Professional development opportunities including tuitionassistance and reimbursement
• Commuter benefits, discounts and campus perks

EEO/Non-Discrimination Commitment Statement

Harvard University is committed to equal opportunity and non-discrimination. We seek talentfrom all parts of society and the world, and we strive to ensureeveryone at Harvard thrives. Our differences help our communityadvance Harvard's academic purposes.

Harvard has an equal employment opportunity policy that outlines our commitment to prohibiting discrimination on thebasis of race, ethnicity, color, national origin, sex, sexualorientation, gender identity, veteran status, religion, disability,or any other characteristic protected by law or identified in theuniversity's non-discrimination policy. Harvard's equal employment opportunity policy and non-discrimination policy help allcommunity members participate fully in work and campus life freefrom harassment and discrimination.