Purchasing Coordinator Position Available In Cumberland, Pennsylvania

Job Summary/Basic Function:

The Purchasing Coordinator is responsible for initiating equipment and software purchases for the Information & Technology Services division and other campus offices, as requested. In addition to placing online orders, this position requires general knowledge of requesting quotes and providing Purchase Orders on accepted quotes. Excellent interpersonal and written communication skills are essential for negotiating pricing discounts or shipping incentives with vendors. This position is responsible for maintaining accurate purchasing records, updating the purchasing database, and complying with the purchasing policies of the College. The position requires a highly organized and detail-oriented employee capable of prioritizing workloads. Experience with computer technologies is required, including Microsoft Word, Excel, and purchasing/tracking systems. The successful candidate will demonstrate a strong commitment to customer service and must be able to adapt readily to a constantly changing technology environment. This position manages the procurement process by initiating purchases of equipment and software for the ITS division and other campus offices, as requested. Responsibilities include verifying purchase requests, updating purchasing tickets through the tracking system, and researching vendor options to ensure competitive pricing. The role also involves maintaining vendor contact lists and related spreadsheets, requesting quotes, and supplying purchase orders when required to facilitate timely and accurate transactions. The role includes tracking annual software and maintenance renewals to ensure uninterrupted service across supported systems. It also involves maintaining strong, professional relationships with both external vendors and members of the campus community, supporting smooth communication and a high standard of customer service. This position is responsible for reconciling five ITS purchasing cards on a monthly basis and ensuring adherence to the College’s tax exemption policy. It includes initiating prompt payment of invoices, whether by check or purchasing card, and accurately recording and retaining purchase documentation for internal records and submission to Financial Operations. The role serves as a liaison between ITS and Financial Operations, resolving purchasing issues such as returned merchandise credits, tax reimbursements, and back-ordered items. It also involves confirming the accuracy of posted purchasing transactions, troubleshooting discrepancies, and assisting members of the ITS Management Group with tracking and reporting on budgetary funding within the division. The position serves as the primary point of contact for all software licensing matters within the ITS division. It is responsible for maintaining an accurate inventory of software licenses across the institution, tracking details such as version numbers, license keys, user counts, and expiration dates. The role monitors license usage to ensure compliance with vendor agreements and to prevent both under- and over-licensing. Proactive management of renewals, including subscription services, is essential to maintaining uninterrupted access and avoiding late fees or service lapses. The position also coordinates with ITS staff and end users to evaluate licensing needs and adjust coverage as institutional requirements change. In addition, it involves reviewing and interpreting licensing agreements and terms of service to support contract negotiations and ensure compliance. Regular reports on software usage and licensing status are prepared for ITS leadership and institutional review. The role also requires staying current on changes in licensing models—such as perpetual vs. subscription or user-based vs. device-based licensing—and providing guidance to ITS leadership based on emerging trends.

Department:

User Services Preferred Qualifications:

Required:

High School Diploma or GED Preferred:

Associate’s Degree Four years of equivalent paid professional experience may be submitted for the formal degree.