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Job Summary/Basic Function:

• 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:

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About Dickinson College

Known for its innovative curriculum, Dickinson is a highly selective, private liberal-arts college. One of the nation's oldest colleges, and named in honor of a signer of the U.S. Constitution, Dickinson became the first college chartered in the newly recognized United States in September 1783. Dickinson has just under 900 full and part-time employees - administrators, faculty and staff - and its 144-acre campus is populated by students from 43 U.S. states and territories and 40 foreign countries. More than half of students study abroad through the school's 50 programs in 24 countries on six continents. Dickinson is recognized as a leader among institutions committed to sustainability and green initiatives and is continually recognized by such groups as the Association for the Advancement of Sustainability in Higher Education, Sierra Club, Sustainable Endowments Institute, Princeton Review and Second Nature. Dickinson's stunning campus - featuring beautiful landscaping and buildings made of limestone - is located in the heart of the historic central Pennsylvania town of Carlisle, a key marker in Civil War activity. Founded in 1751, Carlisle, named a "most livable city" by Forbes, i...s a cosmopolitan town of 20,000 people, nestled between mountains that have long been a destination for outdoor enthusiasts. The Appalachian Trail and several mountain lakes are within easy reach of the campus, as are Hershey Park and historic Gettysburg. The town is a transportation hub linked by highway, rail and air to prominent East Coast cities, with driving times that make these cities readily accessible: Harrisburg, 20 minutes; Gettysburg, 30 minutes; Baltimore, 90 minutes; Washington, D.C., two hours; Philadelphia, two hours; New York, three hours; Pittsburgh, four hours. Dickinson takes pride in its campus wellness and professional development programs, offering an array of opportunities to faculty and staff.

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https://careers.cscmp.org/jobs/21399936/purchasing-coordinator