Procurement Assistant

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.

About the Wyss Institute

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.

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 the 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.

Responsibilities

• 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 escalate 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.

Standard hours: 35 hours per week. Harvard University is unable to provide visa sponsorship for this position.

Benefits

Harvard offers a comprehensive benefits package that is designed to support a healthy work-life balance and your physical, mental and financial wellbeing. 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.

Work Environment

At the Wyss Institute, you’re a member of a supportive, dynamic community 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.

This position has been determined to allow some remote work. 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.