From chemical solutions to sequencing to staplers, the Wyss’ Purchasing Team ensures that everyone has what they need for the Institute to pursue its mission of a positive impact on patients and our planet
By Jessica Leff
Imagine you want to use a new recipe to bake a complex dessert, like a chocolate soufflé. You can go to the supermarket and gather the ingredients, but you also might need to use your computer to find the instructions. In the kitchen, you need appliances, like an oven, and kitchen supplies, like mixing bowls. If you’re missing anything, the soufflé won’t turn out as deliciously as you hoped.
Similarly, to do effective science, you need the right materials. This might include samples and solutions, but it also includes instruments, like a confocal microscope, and lab supplies, like pipettes. You need a laptop with the right software to record and analyze your results.
Instead of running to the supermarket, researchers at the Wyss Institute work with our Purchasing Team to ensure they have everything they need, from chemicals to office supplies, from computer programs to flights to conferences. As Senior Engineer David Kalish, M.Eng., points out, “You can’t get research done without buying things. It’s as simple as that!”
Chemicals, contracts, and cards
Buying goods, services, or travel in pursuit of the Institute’s mission is not as simple as going on Amazon and checking out with one click. The Purchasing Team helps community members with tasks like processing travel reimbursements, selecting and vetting vendors, and negotiating contracts.
For reimbursements and ordering supplies from pre-approved merchants, Wyss members can use systems already put in place and managed by the Purchasing Team, which enable quick processing and ensure resources are used efficiently. Michael Carr, CSP, Director of Research Operations, explains, “They help us process orders promptly so we can receive parts to repair equipment and provide routine supplies such as PPE, stock room materials, and gases to ensure there are no interruptions.”
Another routine but important thing the Purchasing Team manages is ordering hazardous chemicals, but their dedication is anything but ordinary. Carr continues, “They have played a critical role in implementing and continuously improving our hazardous chemical order form and inventory, which is critical to providing a safe work environment and maintaining compliance with Boston Fire Department Regulations by providing an up-to-date Hazard Management Information System (HMIS) to emergency responders. Because of their willingness to go above and beyond, we have one of the most accurate hazardous chemical inventories at Harvard University which allows researchers to re-use existing chemicals to save money, time, and energy.”
Because of [the Purchasing Team’s] willingness to go above and beyond, we have one of the most accurate hazardous chemical inventories at Harvard University which allows researchers to re-use existing chemicals to save money, time, and energy.
But what if researchers need something unique to their project, something new that nobody at the Wyss has used before? Ph.D. Student Sangbin Han says, “I frequently order non-catalog items. So far this year, I have submitted about 164 such requests. [Procurement Associates] Francisco Rivera and Tony Fernandez have always promptly processed each one, kindly accommodating my numerous change requests along the way.”
The Purchasing Team works with the Harvard Strategic Procurement Contracts Team to negotiate contracts with vendors effectively. The team ensures that agreements are clear and fair, and that Wyss members get exactly what they need while complying with Harvard’s guidelines.
Director of Information Technology, Clinton Mann, explains, “The Purchasing Team has been instrumental in contract reviews and vendor negotiations for our IT infrastructure needs and for research needs that require software-as-a-service or lab equipment with computer hardware requirements. Their support is crucial to our operations as they help ensure we not only get the best possible pricing for our technology investments, but also that contracts are thoroughly reviewed and optimized. For example, [Procurement Manager] Patrich Dech’s ability to leverage Harvard relationships and negotiate effectively has directly contributed to our department’s ability to maximize our technology budget. Their work allows my team to focus on technical implementation while knowing the business and purchasing aspects are being handled expertly.”
Additionally, the team manages purchasing cards (Pcards) and ensures that all cardholders understand their roles and responsibilities.
Meet the team
So, who are these procurement professionals, described by their colleagues as friendly, efficient, over-achievers? Patrick Dech leads the team and ensures everything runs smoothly. He has been at the Wyss since 2012 and loves to cook. While Japanese food is his favorite to make, his two-year-old child has taken charge of the menu recently.
Though Sharon Henry-Bell is the newest team member, having joined the Institute in 2020, she has been at Harvard for more than thirty years. As the Manager of Travel and Reimbursements, she handles travel, reimbursements, and anything else she can help with. She is aso a huge Celtics fan and loves to dance.
Francisco Rivera and Antonio (Tony) Fernandez place orders, ensure invoices get paid, review Pcard purchases, and assist others at the Institute with any issues that arise. Rivera has been at the Wyss for four years, and enjoys doing DIY projects, with the help of YouTube videos, and spending time with his family. Fernandez has been at the Wyss nearly nine years and loves landscaping and cars.
Rounding out the team are Financial Assistants Fernando Bermudez and Carlos Aguilar. Bermudez works closely with Henry-Bell on card services, travel reimbursements, and other reporting, but he’s also available to help everyone on the team with whatever they need. Aguilar plays a pivotal role in ensuring effective internal controls through his procurement review and approval responsibilities, which are essential for safeguarding the Institute’s assets, enhancing operational efficiency, and ensuring compliance with Harvard and Wyss policies. By upholding robust procurement practices, he makes a significant contribution to the accuracy of the Wyss audit process.
Keeping everything straight may seem like a lot, but the Institute is fortunate that Bermudez and Aguilar are up to the challenge, particularly with the institutional knowledge they’ve learned over the years. Senior Manager of Administrative Services, Jodi Saia, explains, “Carlos is our on-site oracle and object code guru. [Object codes are a Harvard tool that helps to categorize transactions]. There are so many options and it feels like too much to memorize, but he knows them all. Fernando can do anything. He has an excellent memory for systems and policies and continues to devour whatever is in his path thanks to his amazing work ethic.” Bermudez has been at the Wyss almost nine years, and loves dogs and doing projects around the house, like restoring antique furniture. Aguilar started at the Wyss back in 2010 and loves doing karaoke – his go-to song is Kryptonite by 3 Doors Down.
Collaboration across the Institute, the University, and beyond
Everything the Purchasing Team does is meant to make everyone else’s lives easier. Kalish notes, “Their help comes in the form of me not having to think once I submit a reimbursement request.” Dech explains, “We’re in the background making everything happen. We want supplies to show up and for none of our colleagues to stress or worry about things reaching them on time.”
One thing that minimizes the Purchasing Team’s stress is the ability to rely on one another. Because they’ve been working together for so long, it’s easy to lighten someone else’s load and pick up where they left off.
By securing necessary contracts, materials, and equipment, the Purchasing Team empowers our researchers – and other administrative staff that support their work – to focus fully on their groundbreaking work. The team understands the urgency and high stakes of our projects and consistently rises to meet that challenge, serving our community with dedication and efficiency.
Their work spans the entire Institute. For example, they work with researchers in charge of purchasing items for their projects, consult with the Administrative Services Team regarding travel arrangements for conferences, coordinate with the Sponsored Research and Finance Teams to make sure things are charged to the correct grants, and collaborate with Humans Resources (HR) on contracts for consultants. Deirdre Hume, SHRM-SCP, Senior Director of HR & Faculty Affairs, says, “In our collaborations on independent contractor classifications, a nuanced area with the potential for significant liability, Patrick’s partnership has been invaluable.”
But their work also extends beyond the Wyss, spanning the entire university. Bermudez explains, “One thing I think a lot of people don’t realize is that everything we do has to comply with Harvard’s policies. There are different rules for travel reimbursement, for example, depending on whether someone is a Harvard employee, a student, or an employee at one of our collaborating institutions.” Because of this complexity, the team often coordinates with other teams across Harvard to ensure everything follows the proper guidelines and procedures.
This is one place where Henry-Bell’s previous experience comes in handy. Hume explains, “Sharon radiates energy and optimism. She’s a wealth of institutional knowledge and has built strong relationships across the university. Recently, when I was troubleshooting a payroll issue, her relationship with a former colleague enabled me to resolve the matter quickly.”
Further outside the Harvard ecosystem, Fernandez explains, “We’re the front line for communication between vendors and the end users, members of our community. For instance, when researchers don’t have time to get a quote for a product or piece of equipment, we serve as a liaison between them and the vendor to alleviate some of their stress.”
Here to help
When asked what they want others to know about their team, Henry-Bell says, “We’re available. Reach out at any point. Sometimes people don’t know which of us to reach out to, but we work together closely enough that we can direct them to the right place.” While many team members work remotely, there is an on-site presence, and whoever is there is happy to steer people in the right direction. Plus, anyone can reach out to them via their purchasing email address or via Microsoft Teams. There are also tons of resources on their Wyss Intranet page.
When approaching the team, it’s best to know the four Ws (who, what, when, and where), along with the account string. The earlier someone reaches the team, the better.
In the end, the Purchasing Team just wants to do their part in advancing the Institute’s mission of positive impact on human and planetary health. Associate Director of Communications, Seth Kroll, explains, “By securing necessary contracts, materials, and equipment, the Purchasing Team empowers our researchers – and other administrative staff that support their work – to focus fully on their groundbreaking work. The team understands the urgency and high stakes of our projects and consistently rises to meet that challenge, serving our community with dedication and efficiency.”