IT Purchasing Specialist

University of New England Career•Portland, OR

About The Position

The IT Purchasing Specialist is responsible for managing the procurement lifecycle for all IT Services-related purchases, including software licensing agreements, hardware acquisitions, recurring maintenance contracts, and capital and deferred maintenance projects. This role serves as the primary liaison between IT Services and key vendors, ensuring purchasing activity is executed accurately, on time, and in accordance with established agreements and institutional policy. The specialist will administer and track all software contracts and maintenance renewals, process technology-related purchase orders, invoices, and quotes, and serve as the ITS Account Manager for University Purchasing Cards. Additionally, the role involves managing technology refresh and hardware acquisition programs, including mobile device procurement, and evaluating new hardware products and services. Stakeholder engagement is crucial, requiring the specialist to be the primary point of contact for IT purchasing inquiries, partner with IT leadership and other institutional stakeholders, and collaborate with Contracts and Accounts Payable teams. The role also includes reporting, forecasting, and process improvement initiatives to enhance procurement efficiency and service levels.

Requirements

Bachelor’s degree in Business Administration, Supply Chain Management, Information Technology, Operations, or a related field; or a combination of education and three (3) or more years of progressively responsible experience in IT procurement, materials management, or purchasing from which comparable knowledge and skills have been acquired.
Demonstrated knowledge of procurement principles and practices, including purchase order processing, vendor management, contract administration, and invoice reconciliation.
Experience managing software licensing agreements and IT hardware purchasing cycles, including vendor negotiations and renewal administration.
Strong working knowledge of inventory planning, budget forecasting, and operational reporting techniques.
Proficiency in Microsoft Office Suite, including Excel, Access, and PowerPoint; experience with QuickBooks or comparable financial/accounting tools is required.
Exceptional attention to detail, with strong quantitative and analytical capabilities and a structured approach to problem-solving.
Excellent written and verbal communication skills, with the ability to interact professionally and effectively across a broad range of institutional stakeholders.
Strong organizational skills with the ability to manage competing priorities, meet deadlines, and maintain accuracy in a dynamic, fast-paced environment.
Demonstrated commitment to process improvement and operational excellence.

Nice To Haves

Experience in higher education or a similarly complex, decentralized institutional environment.
Familiarity with ITSM platforms and service request systems (e.g., ServiceNow, Freshservice, or comparable tools) used to manage purchasing queues and workflow.
Knowledge of mobile device management ( MDM ) programs and carrier account administration.
Experience with multi-campus or multi-site procurement operations.
Certified Purchasing Professional ( CPP ), Certified Professional in Supply Management (CPSM), or comparable professional credential is a plus.

Responsibilities

Manage the procurement lifecycle for all IT Services-related purchases, including software licensing agreements, hardware acquisitions, recurring maintenance contracts, and capital and deferred maintenance projects.
Serve as the primary liaison between IT Services and key vendors, ensuring purchasing activity is executed accurately, on time, and in accordance with established agreements and institutional policy.
Administer and track all software contracts and maintenance renewals, proactively managing renewal timelines and ensuring continuity of service across the IT portfolio.
Process all technology-related purchase orders, invoices, and quotes with a high degree of accuracy, ensuring proper coding, authorization, and documentation throughout the procurement cycle.
Serve as the ITS Account Manager for the ITS University Purchasing Cards, processing orders and completing monthly reconciliation in accordance with institutional financial controls.
Maintain comprehensive and well-organized purchasing records, including requests for proposal, purchase orders, vendor files, and contract documentation, ensuring availability for audit, compliance review, and institutional reporting.
Work in close collaboration with the Director of Support Services and hardware vendors for refresh programs.
Manage the full order lifecycle for Technology Refresh Program purchases, from initial requisition through delivery confirmation, ensuring seamless fulfillment.
Serve as the University’s Account Manager for all mobile device procurement, overseeing the purchase, provisioning, reconciliation and account management of mobile phones and related services for the entire institution.
Evaluate and recommend new hardware products and services as needed, conducting research on suppliers, equipment specifications, contract terms, and regulatory considerations to support informed purchasing decisions.
Serve as the primary point of contact for all IT purchasing inquiries from UNE faculty and professional staff, providing timely guidance, recommendations, and information on technology acquisition needs based on past and current trends.
Partner with the IT Directors, CIO , and other institutional stakeholders to ensure IT procurement activity aligns with departmental needs, compliance requirements, and appropriate payment methods under the supervision of the Director of IT Services Business Operations.
Collaborate with the Contracts and Accounts Payable teams to ensure all purchases are accurately processed, properly documented, and records are complete and current.
Manage the purchasing queue within the IT service request system, ensuring all open requests are tracked, prioritized, and resolved in a timely manner.
Manage the third-party vendor contract supporting library printing services across both campuses, overseeing performance against the established maintenance agreement and reconciling monthly invoices.
Develop and deliver monthly budget reports on technology purchasing activity, providing leadership with accurate, actionable financial data to support planning and decision-making.
Produce and distribute quarterly renewal forecasting reports, identifying upcoming contract expirations and procurement needs to support proactive budget management.
Continuously identify, recommend, and implement process improvements to increase procurement efficiency, reduce errors, and improve service levels across the purchasing function.
Provide regular reporting and analysis to the Director of IT Services Business Operations on purchasing trends, vendor performance, and operational metrics.