Operations Specialist - Supply Chain Management

Mayo Clinic•Rochester, MN

1d•Hybrid

About The Position

The Operations Specialist plays a key role in supporting Supply Chain Management (SCM) by facilitating essential communication and coordination with both suppliers and internal stakeholders. This position is responsible for resolving issues related to product pricing, order expediting, returns, and invoice/receipt discrepancies. The role supports all core SCM functions, including managing a high volume of inbound communications via phone, tickets, and email from Mayo Clinic staff across all departments and external sources. A high level of customer service is required to ensure timely, professional, and solution-oriented responses. The Operations Specialist acts as a primary contact for triaging SCM-related inquiries and issues, escalating and coordinating with the appropriate personnel as needed. This position also assists SCM leadership in training both new and existing staff, ensuring consistency and accuracy in knowledge transfer and performance. This role involves recognizing when policy or procedural violations have occurred and analyzing situations to determine the most appropriate course of action for resolution. This position ensures all payment methods—including ACH, wire, and check payments—are processed accurately, securely, and within established deadlines. The role is responsible for performing timely bank reconciliations to ensure accuracy between bank statements and internal records. The position also supports stop payments, positive pay exceptions, and returned items. In addition, this role ensures compliance with internal controls, company policies, and regulatory requirements. It partners with financial institutions to resolve service issues, research transaction discrepancies, and optimize banking services to support business operations. Attention to detail, strong organizational skills, and the ability to manage multiple priorities in a fast-paced environment are essential for success in this role. The ideal candidate demonstrates a proactive approach to issue resolution, identifies process improvement opportunities, and maintains a strong commitment to accuracy and compliance. This position does require on-site presence a couple times a month. Additional job-related duties may be assigned by leadership as needed. During the selection process, you may participate in an OnDemand (pre-recorded) interview that you can complete at your convenience. During the OnDemand interview, a question will appear on your screen, and you will have time to consider each question before responding. You will have the opportunity to re-record your answer to each question. Mayo Clinic will only see the final recording. The completed interview will be reviewed by a Mayo Clinic staff member and you will be notified of next steps. This vacancy is not eligible for sponsorship. We will not sponsor or transfer visas for this position. Also, Mayo Clinic DOES NOT participate in the F-1 STEM OPT extension program.

Requirements

Attention to detail
Strong organizational skills
Ability to manage multiple priorities in a fast-paced environment
Proactive approach to issue resolution

Responsibilities

Facilitating essential communication and coordination with both suppliers and internal stakeholders.
Resolving issues related to product pricing, order expediting, returns, and invoice/receipt discrepancies.
Managing a high volume of inbound communications via phone, tickets, and email from Mayo Clinic staff across all departments and external sources.
Triaging SCM-related inquiries and issues, escalating and coordinating with the appropriate personnel as needed.
Assisting SCM leadership in training both new and existing staff, ensuring consistency and accuracy in knowledge transfer and performance.
Recognizing when policy or procedural violations have occurred and analyzing situations to determine the most appropriate course of action for resolution.
Ensuring all payment methods—including ACH, wire, and check payments—are processed accurately, securely, and within established deadlines.
Performing timely bank reconciliations to ensure accuracy between bank statements and internal records.
Supporting stop payments, positive pay exceptions, and returned items.
Ensuring compliance with internal controls, company policies, and regulatory requirements.
Partnering with financial institutions to resolve service issues, research transaction discrepancies, and optimize banking services to support business operations.
Identifying process improvement opportunities.
Maintaining a strong commitment to accuracy and compliance.
Additional job-related duties may be assigned by leadership as needed.