Procurement Assistant

Harvard University; Boston (MA); Hybrid; USD 55,000 - 75,000; Full time

Benefits offered by this job

Tuition assistance and reimbursement

Gym reimbursements

Commuter benefits

Job summary

The Wyss Institute at Harvard University is seeking a collaborative Procurement Assistant to support accounting, customer service, and office operations. The role is based at a Harvard campus location with 3–4 days on site and some remote work options, reporting to the Procurement Manager.

You will leverage advanced Excel skills and SQL to analyze procurement data, generate reports, and ensure quality in purchasing; you may serve as a backup to the reimbursements team during peak periods.

Qualifications

• Two or more years of office experience required; Excel proficiency (pivot tables, VLOOKUP/XLOOKUP, data analysis) is required.
• Hands-on experience querying databases using SQL or equivalent tools is highly preferred.
• Familiarity with financial and purchasing systems (e.g., Oracle, Jaggaer) is a strong plus.

Responsibilities

• Interface with customers, vendors, and Central Administration finance to ensure QA on purchasing transactions.
• Maintain documentation to verify requisitions comply with University policies.
• Ensure proper account code selection and order information accuracy.
• Generate and place purchase orders, create receipts, and maintain proof of delivery docs.
• Coordinate with suppliers on receipt status, price/quantity discrepancies, replacements, credits, and returns; complete procure-to-pay cycle.

Skills

Advanced Excel

Pivot tables

VLOOKUP/XLOOKUP

Data analysis

SQL querying

Customer service

Cross-functional collaboration

Education

Bachelor’s degree preferred

Tools

Oracle

Jaggaer

Microsoft Excel

Job description

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 Wyss Institute at Harvard University?

The Wyss Institute’s mission is to transform healthcare and the environment by emulating the way nature builds. We harness the imagination of academia and the focus of industry to translate ground-breaking technologies into commercial products that solve big problems. We support research that universities, companies, and venture capital firms don’t fund because they view it as too risky. We prefer to use the word “challenging,” and we love challenges. For more information discover our technologies, catch up on our recent news, or watch our latest videos.

Job Description

About you:

You are a collaborative problem-solver with advanced Excel skills and outstanding customer service abilities. You enjoy working with diverse groups of people and using your expertise to support the research and innovation that can change the world

About this role:

We're looking for a talented and enthusiastic Procurement Assistant. Reporting to the Procurement Manager, you will perform diverse accounting, customer service, and office support duties within the Wyss Institute.

This is a position that is based at a Harvard campus location, requiring 3-4 days per week on site, with some remote work options available. Additional details will be discussed during the interview process.

What you'll do:

• Interface with customers, vendors, and Central Administration finance offices as needed to provide quality assurance on purchasing transactions.
• Maintain proper documentation to verify that all requisitions comply with University policies and procedures
• Ensure proper account code selection and usage and assess order information for completeness and accuracy
• Generate and place purchase orders, create electronic receipts and maintain required proof of delivery documentation for orders as necessary
• Work with suppliers to confirm receipt and status update of orders, investigate price/quantity discrepancies, coordinate the replacement, credit, and return of unsatisfactory deliveries; ensure completion of the procure-to-pay cycle; and elevate issues when needed.
• Leverage advanced Microsoft Excel skills (pivot tables, VLOOKUP/XLOOKUP, data modeling) and database querying (SQL or equivalent) to analyze procurement data, generate reports, track spending trends, and support data-driven decision making; ability to work independently with large datasets is essential.
• Serve as a trained backup for the reimbursements team, cross-trained in the reimbursement process, policies, and procedures; this role is expected to step in seamlessly during periods of high volume or staff absence to ensure continuity of operations

Qualifications

Basic Qualifications:

• Two or more years of office experience required. Education may count towards years of experience. Proficiency in Microsoft Excel (including pivot tables, VLOOKUP/XLOOKUP, and data analysis functions) are required.

Additional Qualifications and Skills:

• Bachelor’s degree preferred. Hands‑on experience querying databases using SQL or equivalent tools are highly preferred. Familiarity with financial and purchasing systems (e.g., Oracle, Jaggaer) is a strong plus.

Additional Information

• 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

Why you’ll like working with us:

At the Wyss Institute, you’re a member of a supportive, dynamic community that is united by its shared goal of changing the world through groundbreaking technology development and commercialization. We encourage your professional growth and development through mentorship and tuition reimbursement to support continued learning, and more. We also support your physical, financial, and mental well-being through generous time off benefits, gym reimbursements, and other programs offered through Harvard. Our facility is located in a new, state-of-the‑art life sciences building in the lively Fenway neighborhood, where you have access to multiple amenities including a roof top terrace with stunning views of Boston and proximity to numerous restaurants and cultural attractions. We value an inclusive and diverse workforce, and believe that our differences enrich the work environment for all.

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 053. 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.