Operations Specialist - Supply Chain Management

Mayo Clinic • Rochester, MN

98d

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. Applicant must reside within 70 miles of Mayo Clinic facilities and be able to work on campus during specified time periods.

Requirements

• Bachelor's Degree AND 2 years of experience OR Associate's degree AND 4 years of experience OR High School Diploma/GED AND 6 years of experience.
• Proven ability to deliver high-quality customer service and build strong stakeholder relationships.
• Demonstrated strong verbal and written communication skills.
• Track record of accuracy and thoroughness in managing data and documentation.
• Ability to identify issues, analyze root causes, and implement effective solutions.
• Evidence of thoughtful decision-making and data-driven analysis.
• Successful history of managing multiple tasks and priorities efficiently.
• Recognized as a self-starter who takes initiative and follows through on responsibilities.
• Demonstrated success working independently and delivering results.
• Consistent commitment to high performance, integrity, and continuous improvement.

Responsibilities

• Facilitate communication and coordination with suppliers and internal stakeholders.
• Resolve issues related to product pricing, order expediting, returns, and invoice/receipt discrepancies.
• Manage a high volume of inbound communications via phone, tickets, and email.
• Act as a primary contact for triaging SCM-related inquiries and issues.
• Assist SCM leadership in training both new and existing staff.
• Recognize and analyze policy or procedural violations.
• Ensure all payment methods are processed accurately and securely.
• Perform timely bank reconciliations.
• Support stop payments, positive pay exceptions, and returned items.
• Ensure compliance with internal controls, company policies, and regulatory requirements.
• Partner with financial institutions to resolve service issues and optimize banking services.

What This Job Offers

• Industry: Hospitals
• Education Level: Bachelor's degree