Specialist II, IRM Scheduling and Purchasing

About the Role

You will be actively managing and improving contracting processes from service request to service delivered in 3 key areas - CRO outsourcing, Academic Collaboration, and External Speakers. This position will partner closely with senior leaders in IRM and across multiple business functions. The ideal candidate is detail-oriented, able to follow instructions precisely, and can manage urgent requests while prioritizing competing tasks. They should interact professionally across all organizational levels, be proactive in process improvement, and maintain a positive attitude.

Responsibilities

• Serve as the primary point of contact for purchasing-system processes across diverse business functions.
• Manage and track purchasing activities with business and G&A functions.
• Execute purchasing agreement reviews and approvals, including quotes, statements of work, work orders, etc., across teams.
• Create POs and liaise between business and G&A functions to address invoicing questions.
• Archive and maintain document repositories as relevant per process requirements.
• Build and maintain collaborative relationships with business users and process owners to address needs proactively.
• Work across functions to improve purchasing system processes, identify issues, recommend solutions, and update training guides.
• Provide regular analytical dashboards on service speed, quality, and costs.

Requirements

• 2-4 years of experience in cross-functional coordination or administrative operations.
• Highly organized, detail-oriented, and results-driven.
• Strong interpersonal and communication skills for effective coordination.
• Ability to manage competing priorities and urgent requests independently.
• Innovative, proactive, and collaborative team player with high energy.
• Proficiency in problem-solving, risk management, and multitasking.
• Impeccable integrity and sound judgment with sensitive information.
• Advanced skills in MS Outlook Calendar, Zoom, and MS Office (Excel, Word, PowerPoint).
• Proficiency in Smartsheet, Egnyte (or similar), and Confluence (or similar).

Qualifications

• Preferred: Experience in biotechnology or pharmaceutical industry.
• Preferred: Bachelor's degree.

Pay

$50 - $60 per hour

Location

Redwood City, CA - Remote Role

Bayside Solutions, Inc. is not able to sponsor any candidates at this time. Candidates must qualify as a W2 employee. Personal information may be collected during the application process; refer to Bayside Solutions, Inc.'s CCPA Privacy Policy at www.baysidesolutions.com.