HudsonAlpha - Procurement and Payables Manager

Job Description

Job Description

INSTITUTE OVERVIEW

The HudsonAlpha Institute for Biotechnology (www.hudsonalpha.org) is a non-profit organization with the mission to use biotechnology and basic biological research to make important discoveries, improve human health, stimulate economic development, inspire young people to seek careers in science and teach members of the public the importance of science in their everyday lives. Located in Cummings Research Park in Huntsville, Alabama, one of the world's leading science and technology parks, HudsonAlpha's campus contains state-of-the-art laboratories for biological research and development, as well as education, in the areas of genomics, genetics and personalized medicine.

DEPARTMENT OVERVIEW

The Finance Department manages all aspects of the financial operation of the Institute and its subsidiaries, including accounts payable and receivable, recordkeeping and reporting, and audit responses, all within applicable regulations. The department also oversees financial reporting for the HudsonAlpha Foundation and all financial aspects of shared services, including cost centers and purchasing. The department handles many aspects of vendor relations such as contracting and negotiating.

An additional focus of the department includes accounting for the Genomic Medicine program, which includes the Smith Family Clinic. The department is also responsible for cash management and all financing for all the entities.

The HudsonAlpha Institute seeks to bring research developments to the marketplace. Because funding sources and requirements vary between research projects, the Research Finance function of the department must review each project independently, seeing that regulations are met and that related costs are recorded appropriately. This includes calculating and applying all indirect costs to applicable grants.

In providing this service, the Finance Division provides valuable data for future financial projections that will assist in evaluating feasibility and economic potential and ultimately fulfilling the economic development aspect of the HudsonAlpha mission.

POSITION SUMMARY

The Procurement Services and Payables Manager is responsible for developing and implementing an efficient procurement strategy for both institutional and Federal and State grant-related purchasing while managing all payments to vendors / suppliers made by the Institute. This role ensures compliance with purchasing policies, financial oversight of accounts payable processes, and the effective management of supplier relationships. The manager will align strategies with the organization's operating environment, current financial realities, and the specialized needs of internal stakeholders in compliance with the Federal Office of Management & Budget (OMB) Uniform Guidance.

Job Specific Tasks

• Develop, lead, and execute purchasing strategies.
• Identify, source, and manage new suppliers and vendors.
• Manage vendor and supplier selection process by working with key internal stakeholders developing a vendor selection based on price, quality, support, capacity, and reliability for the product or service requirements that are detailed in the bid or purchasing requirements.
• Partner with stakeholders to ensure clear requirements documentation for both procurement and payments.
• Craft negotiation strategies and close deals with optimal terms with vendors / suppliers.
• Evaluate contracts to ensure compliance with legal requirements and organizational policies.
• Determine quantity and timing of deliveries and monitor demand forecasts.
• Facilitate timely placement of purchase orders.
• Track and report key functional metrics to reduce expenses and improve effectiveness from contract award to payment.
• Manage compliance with purchasing and payment policies and procedures that remain compliant with both Federal and State requirements.
• Process all employee reimbursements and vendor payments (checks, ACH, and wire transfers) with a focus on moving away from check payments.
• Maintain secure vendor files, including contracts, tax information, direct deposit details, invoices, and payment records.
• Act as P-Card Administrator : establish limits, resolve disputes, issue new cards, and reconcile credit card accounts.
• Review and record bank debits and post all Accounts Payable invoices.
• Monitor the Commitment Report and ensure proper recording of grant expenses.
• Ensure timely payment processing.
• Manage and resolve vendor disputes, maintaining strong communication both internally and externally.
• Prepare for and assist with the annual external audit related to procurement and accounts payable.

General Requirements :

EDUCATION AND REQUIRED SKILLS EXPERIENCE

Education and Experience :

Required Skills : and Certifications

Physical Demands / Environmental Factors / Mental Functions

ADA Requirements - The physical demands, work environment factors, and mental functions described below are representative of those that must be met by an employee to successfully perform the essential function of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Disclaimer - All job requirements are subject to possible revision to reflect changes in the position requirements or to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a threat or risk to the health and safety of themselves or other employees. This job description in no way states or implies that these are the only duties which will be required in this position. Employees will be required to follow other job-related duties as requested by their supervisor / manager (within guidelines and compliance with Federal and State Laws). Continued employment remains on an "at-will" basis.

Physical Demands

Environmental Factors

Mental Functions

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