IT Purchasing Specialist

The IT Purchasing Specialist is a key operational contributor within the IT Services organization, responsible for the end-to-end management of technology procurement, contract administration, and asset lifecycle support for the University. This role serves as the primary point of contact for all IT-related purchasing activity, managing a portfolio of over $4 million in annual software contracts, hardware acquisitions, maintenance agreements, and capital projects. The IT Purchasing Specialist works collaboratively with faculty, staff, and institutional partners across both campuses to ensure that technology purchasing is efficient, compliant, and aligned with University policy. This role is instrumental in the day-to-day operational health of IT Services, ensuring that procurement workflows, vendor relationships, and purchasing records are consistently maintained at the highest level of accuracy and accountability. The ideal candidate brings a strong working knowledge of purchasing and procurement practices, a detail-oriented and analytical mindset, and a continuous improvement orientation. They are organized, proactive, and effective at managing multiple priorities in a fast-paced, mission-driven environment., Procurement and Contract Management

• 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.

Technology Refresh and Hardware Management

• 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.

Stakeholder Engagement and Customer Service

• 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.

Reporting, Forecasting, and Process Improvement

• 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.

Do you have a valid Certified Purchasing Manager certification?, Do you have experience in Vendor relationship management?, Do you have a Bachelor's degree?, 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., * 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.

Pulled from the full job description

• Health insurance
• Retirement plan
• Vision insurance
• Dental insurance, * Multiple health and dental plan options, plus vision coverage.
• Up to 8% retirement plan match.
• Generous leave time, including vacation, sick, and personal time, and 12+ holidays per year.
• Educational benefits:

• UNE tuition waiver for employees, spouses, and domestic partners.
• UNE tuition waiver for dependents of employees with 1 year of full-time service.
• 50% tuition reduction if less than 1 year of full-time service.

UNE is Maine's largest private university, with two beautiful coastal campuses in Maine, a one-of-a-kind study-abroad campus in Tangier, Morocco, and an array of flexible online offerings. In an uncommonly welcoming and supportive community, we offer hands-on learning, empowering students to positively impact a world full of challenges. We are the state's top provider of health professionals and home to Maine's only medical and dental colleges, a variety of other interprofessionally aligned health care programs, and nationally recognized programs in the marine sciences, the natural and social sciences, business, the humanities, and the arts.