Procurement Assistant

Harvard University • Boston, MA

15h • Hybrid

About The Position

This position is based at a Harvard campus location, requiring 3-4 days per week on site, with some remote work options available. The Procurement Assistant will perform diverse accounting, customer service, and office support duties within the Wyss Institute. This role involves interfacing with customers, vendors, and Central Administration finance offices to ensure quality assurance on purchasing transactions, maintaining proper documentation to verify compliance with University policies, and ensuring correct account code selection and usage. The assistant will generate and place purchase orders, create electronic receipts, and maintain proof of delivery documentation. They will also work with suppliers to confirm order status, investigate discrepancies, and coordinate returns or replacements, ensuring the completion of the procure-to-pay cycle. Additionally, this role requires leveraging advanced Microsoft Excel and database querying skills to analyze procurement data, generate reports, and track spending trends. The Procurement Assistant will also serve as a trained backup for the reimbursements team, ensuring continuity of operations during high volume periods or staff absences.

Requirements

• 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.

Nice To Haves

• 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.

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.

Benefits

• 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

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: High school or GED