Specialist II, IRM Scheduling & Purchasing (P3428)

About the role

As a key member of the dynamic Integrated Research Management team, part of the Integrated Research Hub, you will actively manage and improve contracting processes from service request to service delivery in three key areas: CRO outsourcing, Academic Collaboration, and External Speakers. This position partners closely with senior leaders in IRM and across multiple business functions. The ideal candidate is detail-oriented, able to follow instructions precisely, and can independently manage urgent requests while prioritizing competing demands. You will professionally interact across all levels of the organization, understanding stakeholder needs and motivations. With the organization’s growing needs, you will proactively identify opportunities to improve and simplify processes.

Responsibilities

• Serve as the key point person to manage purchasing system processes for several diverse business functions.
• Manage and track purchasing activities with business and G&A functions, including executing purchasing agreement reviews and approvals (quotes, statements of work, work orders, etc.) across teams.
• Create purchase orders (POs) and liaise between business and G&A functions to address invoicing questions.
• Archive and maintain document repositories as required by process guidelines.
• Build and maintain collaborative relationships with business users and process owners to address needs proactively and timely.
• Work across functions to improve purchasing system processes, identify common issues, and recommend solutions.
• Contribute to user training guides to share best practices.
• Provide regular analytical dashboards on the overall speed, quality, and costs of services.

Requirements

• 2-4 years of experience in a cross-functional coordination or administrative operations role.
• Highly organized, detail-minded, and results-oriented.
• Strong interpersonal and communication skills for effective cross-functional coordination in both lateral and vertical directions.
• Able to independently manage competing and urgent priorities while understanding stakeholder needs and business implications.
• Innovative, proactive, and collaborative team-player with high energy to match a growing and evolving company environment.
• Ability to independently prioritize and multi-task projects effectively.
• Proficiency in quickly assessing problems, providing resolutions, and managing risks with minimal supervision.
• Exhibit impeccable integrity and sound judgment with sensitive information.

Skills

• Advanced proficiency with MS Outlook Calendar and Zoom.
• Proficient with MS Office (Excel, Word, PowerPoint), Smartsheet, Egnyte (or similar), and Confluence (or similar).

Preferred Qualifications

• Experience in the biotechnology or pharmaceutical industry.
• Bachelor’s degree.