Procurement Coordinator

Job location is at 10240 Science Center Drive, San Diego, CA 92121 This position supports the entire Procurement Services department, which includes procurement, contracting, and the SalkShop e-procurement application (currently Jaggaer). Providing general procurement, administrative and customer service support; setting up and maintaining supplier information in SalkShop and ERP (Banner) applications; and performing tasks related to the management of 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 a working 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. From visionary leaders to dedicated administrators and brilliant faculty members, the Institute is united by a shared passion for scientific exploration and innovation.
What Your Key Responsibilities Will Be 1) Procurement Services Administrative Support (50%) Provides exceptional customer service, answers semi-routine inquiries, proactively helps others, resolves problems, and interfaces with suppliers and internal clients from both science and administrative departments. Assists Buyers in order expediting support involving follow-up on overdue purchase orders items and services. Facilitates the weekly overdue report, contacts suppliers, requests proofs of delivery, communicates with Buyers and internal clients regarding status, and enters updates in the SalkShop and Banner systems, including new delivery dates and other relevant information. Maintains efficient electronic filing systems to stay in compliance with federal regulations and Salk policies, processes paperwork, and composes routine correspondence. Reviews the daily Excluded Parties List (EPLS) Report to ensure the appropriate documentation from sam.gov is attached to the requisition and supplier profile. Works with Financial Information Systems (FIS) to ensure the annual EPLS/SAM (System for Award Management) process is complete and complies with federal regulations. Monitors and assists in the correction of errors on the Incomplete Documents Report, Incomplete Invoice Report and Incomplete Receipt Report reports. Assists Buyers with administrative functions such as data entry corrections, change orders, returns, resolving discrepancies and communication to internal clients. Prepares, reviews, formats and distributes reports and assists with the creation of presentations, business summaries and metrics for management as requested. Performs reconciliation of the monthly Visa credit card reports per current procedures. Updates purchase order data as needed for change requests from the Research Accounting and Finance/Accounts Payable Departments. Maintains and updates Procurement Services related Standard Operating Procedures (SOP), training manuals and other documentation. Assists in maintaining and updating information on the Procurement Services intranet and external web pages. Tracks department computers and all the software versions on each to ensure refresh cycles are maintained and software updates and new computers are ordered and installed as required. Performs a variety of administrative tasks including but not limited to; meeting scheduling and managing, Supplier Table Show reservations, meeting minutes, mail distribution and call routing for the Procurement Services department. Handles service calls for departmental equipment including copiers, phones and computers and enters work orders for internal facilities and IT services. Monitors inventory and enters requisitions office, general and kitchen supplies for the department as needed. Handles other regular duties as indicated in the Procurement Coordinator Procedure Manual and overall business requirements. 2) E-procurement Application & ERP Support (45%) Responsible for supplier management utilizing SalkShop's Total Supplier Manager Module (TSM); reviewing and updating supplier data including insurance documents, contact information, addresses and ordering information to ensure compliance with federal and Salk requirements, supplier diversity information and certification, generating reports on supplier information and status, advising suppliers on how to do business with Salk and outreach. Assists department in ongoing training for SalkShop users, requisitioners, and approvers. Coordinates with systems support staff to identify potential training needs and updates online materials, content, and quick reference guides as requested. Answers questions and resolves routine issues from users of the SalkShop e-procurement system. Notifies and escalates to the Financial Information Systems team and Procurement Services management to ensure continuous improvement and customer satisfaction. Reviews and assists Senior Buyer in working on, and distributing information required per the Fixed Asset Extract report that include facts about an asset only in the Banner financial system, such as asset manufacturer, serial number, responsible person, custodian and asset description. Manages suppliers hosted price files including but not limited to downloading, formatting and filing price files and spot-checking pricing in SalkShop. Manages daily e-procurement application content to support operations such as folder management, cart assignments, etc. Assists with the Contract Manager Module content and self-managed catalog maintenance upon request. Helps the Financial Information Systems team with monitoring, testing and troubleshooting SalkShop and Banner issues. Including new system upgrades, supplier entablements and other projects. Promotes the value of the entire Procure-to-Pay (P2P) process and the benefits of always using Salk's e-Procurement and other financial information system applications. 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 other application management/support, or equivalent experience in an IT/IS (Information Technology) or laboratory administrative function. Experience performing administrative procurement work or similar process management practices, such as following up on orders, change orders, resolving discrepancies and interfacing in a professional and ethical manner with internal clients, other administrative business units and suppliers. Demonstrated experience with standard and electronic filing systems that support compliance with federal regulations, Salk policies and good procurement practices. Experience working with and supporting end users of e-procurement systems or other enterprise applications. Able to present to and train small groups of people from all departments and levels in an organization. Must possess computer technical and analytical skills, be assertive and demonstrate initiative when investigating issues. Preferred: Experience in research, nonprofit, or academic environments. Experience updating and maintaining supplier qualification information and databases. Experience complying with federal regulations governing procurement activities with grant and contract funding. EDUCATION Required: High School diploma. Combination of education and experience in procurement, supply chain or related field, administrative, applications/systems or e-procurement support work. Preferred: Bachelor's degree in business or related field.
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