Procurement Coordinator

Job location is at 10240 Science Center Drive, San Diego, CA 92121

Please ensure you read the below overview and requirements for this employment opportunity completely.

This position supports the entire Procurement Services department, including procurement, contracting, and the SalkShop e-procurement application (currently Jaggaer).

Responsibilities include providing general procurement, administrative, and customer service support; setting up and maintaining supplier information in SalkShop and ERP (Banner) applications;

and managing the e-procurement system content and data to support business operations. The incumbent is expected to take the initiative and exercise judgment in accordance with established policies, procedures, and techniques.

Some work is technical and requires knowledge of standard administrative practices, e-procurement, and compliance with federal regulations.

Who We Are

The Salk Institute is an internationally renowned research institution that values diversity, equity, and inclusion. We seek bold and interactive leaders passionate about exploring new frontiers in science.

Our collaborative community embraces diverse perspectives and unique life experiences, fostering innovation and a sense of belonging.

Together, we strive to improve the wellbeing of humanity through groundbreaking research.

Founded by Jonas Salk, developer of the first safe and effective polio vaccine, the Institute is an independent, nonprofit research organization and architectural landmark : small by choice, intimate by nature, and fearless in the face of any challenge.

Salk's vibrant community comprises a diverse and talented group of individuals, each playing a crucial role in driving our mission forward.

What Your Key Responsibilities Will Be

1) Procurement Services Administrative Support (50%)

• Provides exceptional customer service, answers inquiries, proactively helps others, resolves problems, and interfaces with suppliers and internal clients.
• Assists Buyers in expediting support involving follow-up on overdue purchase orders. Facilitates the weekly overdue report, contacts suppliers, requests proofs of delivery, and communicates with Buyers and internal clients regarding status.
• Maintains efficient electronic filing systems to comply with federal regulations and Salk policies.
• Reviews the daily Excluded Parties List (EPLS) Report to ensure documentation from sam.gov is attached to requisitions and supplier profiles.
• Monitors and assists in correcting errors on various reports.
• Assists Buyers with administrative functions such as data entry corrections and resolving discrepancies.
• Prepares, reviews, formats, and distributes reports and assists with presentations.
• Performs reconciliation of monthly Visa credit card reports.
• Updates purchase order data as needed for change requests.
• Maintains and updates Procurement Services related Standard Operating Procedures (SOP) and training manuals.
• Assists in maintaining information on the Procurement Services intranet and external web pages.
• Tracks department computers and software versions to ensure refresh cycles are maintained.
• Performs various administrative tasks including meeting scheduling and mail distribution.
• Handles service calls for departmental equipment and enters work orders for facilities and IT services.
• Monitors inventory and enters requisitions for supplies as needed.
• Handles other duties as indicated in the Procurement Coordinator Procedure Manual.

2) E-procurement Application & ERP Support (45%)

• Responsible for supplier management utilizing SalkShop’s Total Supplier Manager Module (TSM); reviewing and updating supplier data to ensure compliance.
• Assists department in ongoing training for SalkShop users.
• Answers questions and resolves routine issues from users of the SalkShop e-procurement system.
• Reviews and assists Senior Buyer with Fixed Asset Extract report distribution.
• Manages suppliers hosted price files.
• Manages daily e-procurement application content to support operations.
• Assists with the Contract Manager Module content as requested.
• Helps the Financial Information Systems team with monitoring and troubleshooting SalkShop and Banner issues.
• Promotes the value of the Procure-to-Pay (P2P) process.

3) Other Duties as Assigned (5%)

SUPERVISORY RESPONSIBILITIES :

This job has no supervisory responsibilities.

What we Require

Required :

• Minimum two years of experience in Procure-to-Pay administrative functions and e-procurement or equivalent experience.
• Experience performing administrative procurement work or similar process management practices.
• Demonstrated experience with standard and electronic filing systems.
• Experience working with and supporting end users of e-procurement systems.
• Able to present to and train small groups.
• Must possess computer technical and analytical skills.

Preferred :

• Experience in research, nonprofit, or academic environments.
• Experience updating and maintaining supplier qualification information.
• Experience complying with federal regulations governing procurement activities.

EDUCATION

Required :

• High School diploma.
• Combination of education and experience in procurement or related field.

Preferred :

Bachelor's degree in business or related field.

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