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IT Procurement Specialist

3 months ago

Bothell, Washington, United States University of Washington Bothell Full time

As a UW employee, you have a unique opportunity to change lives on our campuses, in our state and around the world. UW employees offer their boundless energy, creative problem-solving skills and dedication to build stronger minds and a healthier world.

UW faculty and staff also enjoy outstanding benefits, professional growth opportunities and unique resources in an environment noted for diversity, intellectual excitement, artistic pursuits and natural beauty.

The IT Procurement Specialist (Program Coordinator (NE S SEIU 925 Non Supv)) is responsible for providing support for essential IT service areas including campus IT procurement, asset management (equipment inventory verification, surplus coordination), and fiscal operations support. This position reports to the Director of Strategic Operations and contributes to continuous improvement initiatives, provides a friendly, quality experience to our customers (students, staff, faculty and campus visitors) via email, in-person and remote meetings.

Success in this role will require a high degree of flexibility, the ability to maintain a professional demeanor under pressure, the ability to handle strict confidential and sensitive matters with tact and discretion, strong communication skills and problem-solving abilities.

DUTIES AND RESPONSIBILITIES
Procurement
Hardware purchasing: Perform purchasing functions for IT supporting campus technology acquisitions; including creation of requisitions, managing procurement card, obtaining budget approvals, tracking purchase status, and coordinating returns as needed.
Software purchasing: Track software renewal timelines, coordinate with vendors for quotes, obtain budget approvals and execute purchases via appropriate procurement systems (e.g., procurement card, Workday).
Collaborate with IT Technology Support staff to ensure that appropriate items are ordered and received. Update and share changes in process and procedures with Technology Support staff to ensure compliance with State and University policies and procedures.

Inventory & Surplus
Coordinate the compilation of data for audits and inquiries related to inventory within IT and act as primary liaison with Fiscal and Audit Services in these areas. Track audit timelines, develop process, and facilitate meetings/communication.
Manage UW Bothell IT surplus process: Organize IT surplus inventory, prepare documentation, and facilitate with UW Bothell IT staff, UW Seattle, and other UW Bothell departments to execute.
Manage and update campus capital asset information in Workday, UW Equipment Insurance system, and Bothell IT local inventory.
As IT point person for Technology purchasing and asset management related issues, collaborate and work with Fiscal & Audit Services.

General Duties
Manage UW Connect requests, monitoring for updates and providing timely communication to customers regarding questions and status changes.
Proactively participate in continual improvement processes. Assist with evaluation of current procurement and asset management processes and make recommendations on future changes based on changes in tools and workflows.
Manage local inventory of IT consumables: Working with IT leadership determine consumables list and appropriate stock levels and manage maintenance and purchasing.
Responsible for following University and state fiscal compliance rules, processes, and standards when executing purchases and managing assets. Research purchasing compliance and procurement systems questions. Research compliance questions, stay informed on changes to rules and regulations, and provide information to Schools/Units.
Maintain documentation on Bothell IT procurement and asset management procedures, proactively making suggestions for improvements, and updating procedures and processes as needed to stay compliant.

MINIMUM REQUIREMENTS
High school graduation or equivalent AND two years of experience in IT procurement & purchasing and supply chain management OR equivalent education/experience.

ADDITIONAL REQUIREMENTS
Demonstrated self-starter with strong organizational skills and ability to manage multiple projects/tasks.
Ability to work with a diverse constituency. Demonstrates respect and commitment to diversity.
Ability to work successfully in a team environment, as well as independently.
Strong interpersonal skills, including effective written and oral communication.
Ability to problem solve, be detail oriented, take initiative, anticipate needs, and exercise good judgment.
Ability to perform successfully in a high-volume setting with changing priorities and multiple deadlines.

DESIRED REQUIREMENTS
Experience with UW Systems including Workday, Enterprise Data Warehouse.
Knowledge of higher education fiscal compliance landscape including applicable state and federal regulations.
Committed to attracting and retaining a diverse staff, the University of Washington will honor your experiences, perspectives and unique identity. Together, our community strives to create and maintain working and learning environments that are inclusive, equitable and welcoming.

The University of Washington is an affirmative action and equal opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, gender expression, national origin, age, protected veteran or disabled status, or genetic information.

To request disability accommodation in the application process, contact the Disability Services Office at or

Applicants considered for this position will be required to disclose if they are the subject of any substantiated findings or current investigations related to sexual misconduct at their current employment and past employment. Disclosure is required under Washington state law.