Procurement Business Systems Lead

Cold Spring Harbor Laboratory; Plainview (NY); On-site; USD 75,000 - 85,000; Full time

Job summary

Cold Spring Harbor Laboratory in New York seeks a skilled Data Systems Specialist to support, maintain, and improve procurement data using Workday as the primary platform for requisitioning, purchasing, and supplier management.

You will ensure data accuracy, perform system reconciliation, and coordinate with IT on Workday updates while driving process improvements for procurement operations.

Qualifications

• Minimum 5 years' experience with data management and transaction processing in a business office or procurement setting.

Responsibilities

• Enter and maintain supplier data in Workday with accuracy and completeness.
• Serve as liaison to IT on Workday issues, enhancements, and updates affecting procurement operations.
• Support RFx events with system setup and documentation.
• Scan, upload, and file receiver documents, purchase orders, and other procurement records.
• Update vendor profile files and supporting documentation in Workday and coordinate forms from vendors.
• Maintain punch-out supplier relationships and coordinate quarterly reviews.
• Assist with invoice match exceptions and data inquiries.
• Monitor open purchase orders and resolve discrepancies with suppliers and laboratories.

Skills

Workday

Data management

Microsoft Office

ERP systems

Attention to detail

Independent work

Education

Associate degree

Bachelor’s degree

Tools

ERP systems

Job description

Position Description

The purpose of this position is to support, maintain, and continuously improve the data systems that enable the Procurement department's operations, with Workday as the primary platform for requisitioning, purchasing, and supplier management. This position is responsible for the accuracy and integrity of procurement data across these systems, including transaction processing, vendor record maintenance, and document management, and reporting support, and serves as a key point of contact for the Workday User community. This role also acts as the primary liaison between Procurement and IT on system-related matters, coordinating on issues, enhancements, and system updates that affect procurement operations. Working under the direction of the Director, Procurement, this role also identifies opportunities to improve system processes, data quality, and workflow efficiency to support the department's evolving operational needs.

Position Responsibilities

• Enters and maintains supplier account data in Workday, ensuring the accuracy and completeness of procurement records.
• Acts as liaison to IT on Workday system issues, enhancements, and updates affecting Procurement operations, coordinating resolution and communicating changes to stakeholders.
• Supports RFx events as needed by Buying staff, including system setup and documentation.
• Scans, uploads, and electronically files receiver documents, purchase orders, and other procurement records in accordance with department procedures.
• Updates vendor profile files and supporting documentation in Workday and coordinates the collection of required forms from vendors.
• Supports and maintains punch-out supplier relationships and coordinates quarterly reviews.
• Supports Buying staff with invoice match exceptions and data inquiries.
• Monitors open purchase orders and follows up with suppliers and laboratory departments to resolve discrepancies.
• Serves as a primary point of contact for the Laboratory Workday User community, responding to inquiries regarding requisition status, account set-up, and system navigation, and escalating complex issues to the Director, Procurement.
• Leads data validation, clean-up, and migration efforts in support of system testing, rollout, and ongoing maintenance, and recommends process improvements based on findings.
• Maintains and optimizes Inventory and Par locations, Purchase Items settings, and inventory levels in Workday based on requestor needs.
• Other duties as needed and assigned by management.

Position Requirements

EDUCATION:

• Associate degree required; Bachelor's degree in Business Administration or a related field preferred.

EXPERIENCE:

• Minimum 5 years' experience with data management, file management, and transaction processing in a business office or procurement setting, required. Experience with Workday preferred; experience with a comparable ERP business system required.
• Demonstrated experience with data management and maintaining the accuracy and integrity of business records.

SKILLS:

• Excellent computer skills required, including strong proficiency with Microsoft Office (Excel, Word, Outlook).
• Working knowledge of Workday or a comparable ERP business system required; direct Workday experience strongly preferred.
• Demonstrated experience with data management and maintaining the accuracy and integrity of business records.
• Excellent organizational skills and strong attention to detail.
• Ability to manage multiple files and records accurately, both electronic and physical.
• Ability to process transactions efficiently and accurately, meeting established deadlines.
• Sound business judgment and the ability to follow established procedures and department policies.
• Ability to work independently, exercise sound judgment, and prioritize workload with minimal oversight.
• Excellent verbal and written communication skills.
• Ability to maintain confidentiality of sensitive business and vendor information.

Supplemental Information

Environment

Cold Spring Harbor Laboratory is a world-renowned biomedical research institution in New York. It has shaped contemporary biomedical research and is the home of eight Nobel Prize laureates. Cold Spring Harbor Laboratory provides a highly dynamic and interactive research environment and also a unique opportunity of timely exposure to advances in various biomedical research fields and of interaction with a broad range of researchers from all over the world through its renowned Meetings and Courses program. We believe that science is for everyone. We have had researchers with a variety of backgrounds and believe in the importance of diversity, equity, and inclusion.

Compensation and Benefits

Our employees are compensated in many ways for their contributions to our mission, including competitive pay, exceptional health benefits, retirement plans, time off, and a range of recognition and wellness programs. Visit our CSHLBenefitssites to learn more. The salary range for this role is $75,000.00- $85,000. The salary range and/or hourly rate listed is a good faith determination of potential base compensation that may be offered to a successful applicant for this position at the time of this job advertisement and may be modified in the future. When determining a base salary and/or rate, several factors may be considered as applicable (e.g., years of relevant experience, education, credentials, and internal equity).

CSHL is an EO Employer. All qualified applicants will receive consideration for employment and will not be discriminated against on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability or protected veteran status. VEVRAA Federal Contractor