Procurement and Billing Specialist

GENERAL SUMMARY/ OVERVIEW STATEMENT:

The MGH Center for Comparative Medicine (CCM) is seeking a Procurement and Billing Specialist to manage all purchase orders and ensure regulatory compliance for CCM-affiliated facilities. This role involves maintaining an organized tracking system for orders and invoices, as well as overseeing the procurement database.

A key responsibility of the Procurement and Billing Specialist is to provide exceptional customer service as the departmental liaison for vendors, staff, researchers, and accounts payable. The specialist will ensure the timely and accurate delivery of requested goods and resolve any issues related to orders.

The CCM's primary function is to manage the centralized laboratory animal housing and procedure spaces for the Mass General Hospital Research Institute. For more information about the Center for Comparative Medicine, visit: https://www.massgeneral.org/research/for-researchers/research-management/ccm

PRINCIPAL DUTIES AND RESPONSIBILITIES:

• Process and maintain orders that are entered into CCM's web-based ordering system by investigators daily.
• Maintain an efficient and organized filing system of orders and invoices.
• Work with investigators and CCM staff to provide exceptional customer service and resolve problems and discrepancies.
• Notify investigators of scheduled delivery dates.
• Stay abreast of all enhancements and changes in purchasing system and processes.
• Work closely with accounts payable to ensure that purchase orders and invoices are being processed properly and in a timely manner.
• Train new CCM administrative staff and research staff on CCM's online order system, processes, and procedures.
• Resolve all unmatched invoices to department standard daily.
• Collect and process census and grant data for billing investigators for per diems and professional and technical services provided by CCM staff. Provide invoices for services to organizations and departments that contract MGH to provide laboratory animal care or veterinary services (e.g., Boston Shriners Hospital).
• Serve as liaison between CCM and Mass General Brigham Research Finance for issues related to billing.
• Prepare monthly reports for CCM management from billing data (such as capacity reports, revenue by facility, and revenue by service type), identifying trends and opportunities for continuous improvement.
• Provides billing and census information, as requested, to CCM's customers
• Audit revenue uploads each month to ensure that journal entries are accurate
• Audit facility cage card information monthly, verifying hand counts with electronic counts for accuracy.
• Ensure that rack configurations in facilities match electronic data.
• Lead and/or participate in department LEAN projects and initiatives.
• Comply with and follow CCM and MGH policies and procedures.
• Other duties as assigned.

QUALIFICATIONS:

• A bachelor's degree in related field preferred
• Two years of experience in a related billing role is required with strong customer service background.
• Computer experience using Microsoft Office software, including Outlook, Excel, and Word, is required. Knowledge of PowerPoint, Access, and Workday is preferred.

SKILLS / ABILITIES / COMPETENCIES REQUIRED:

• Excellent interpersonal and communication skills
• Proficiency in English and Mathematics
• Good organizational skills
• Good attention to detail
• Desire to continuously improve oneself and the department
• Capable of working independently and in teams; has a customer-focused attitude and enjoys working with similarly dedicated persons in a team fashion within a high-energy research environment.
• Strong knowledge of computer systems, including Microsoft Windows, Word, Excel, and Access. Ability and willingness to learn other department-specific systems.

WORKING CONDITIONS

• Office work environment; involves significant interaction with the MGH research community and personnel at all levels of seniority within the institution.
• Some exposure to animal facilities is necessary to obtain animal orders, which may result in exposure to laboratory animals and allergens.

FISCAL RESPONSIBILITY:

• Responsible for researching and evaluating vendor options to purchase based on price and quality.
• No direct budgetary responsibility

Massachusetts General Hospital is an Equal Opportunity Employer. By embracing diverse skills, perspectives and ideas, we choose to lead. Applications from protected veterans and individuals with disabilities are strongly encouraged.