Essential Duties
- Assist with procurement operations, including bid management, purchase order processing, and vendor setup in Banner for MUW.
- Assist with Procurement Card (P-Card) audits and P-Card and Purchasing training.
- Prepare, review, and manage Requests for Proposal, Requests for Quotes, Invitations for Bids, and sole-source justifications related to software and technology acquisitions.
- Support procurement evaluations by reviewing vendor responses and recommending award decisions.
- Review software agreements, license terms, maintenance agreements, and service contracts; track contract renewals and expiration dates.
- Serve as a liaison among departments, vendors, legal counsel, ITS, finance and state agencies; collaborate with departments across the university to support software procurement and ensure compliance with contractual and technical requirements.
- Maintain procurement documentation and audit records to ensure transparency and regulatory compliance.
- Provide guidance to departments regarding procurement methods, contractual obligations, and software purchasing procedures.
- Develop training materials and provide guidance on technology procurement policies and procedures.
- Analyze procurement options to maximize value and minimize risk to the university while identifying opportunities for cooperative purchasing and cost savings.
- Coordinate the procurement of software, cloud-based services, subscriptions, and technology-related products for university departments; review requests to ensure adherence to university policies, state regulations, and purchasing requirements.
- Serve as the primary point of contact with the Mississippi Department of Information Technology Services.
- Prepare IHL Board documents for software purchasing approvals.
- Perform other reasonable duties as assigned.
Minimum Qualifications
Education & Experience:
- Bachelor’s degree required
- Master’s degree preferred with emphasis in Business Administration, Finance, Information Technology, Supply Chain Management, or a related field; seasoned professional knowledge equivalent to a master’s degree required
- At least three (3) years experience in corporate procurement, state purchasing, contract management, or technology sourcing
- Certification as a Certified Mississippi Purchasing Agent (CMPA) is preferred and will be required within a specified period following employment, in accordance with Mississippi public university purchasing standards
Other Skills and Abilities:
- Knowledge of Mississippi procurement guidelines and purchasing compliance requirements
- Ability to interpret and apply university, state, and procurement policies and procedures
- Experience coordinating software, technology, and equipment acquisitions
- Proficiency in vendor management and procurement documentation processes
- Skill in preparing, reviewing, and managing RFQs, RFPs, bids, contracts, and contract renewals
- Strong technical writing, editing, and quality assurance review skills
- Strong customer service, communication, and interpersonal skills
- Ability to monitor vendor performance and ensure compliance with contractual requirements
- Proven ability to manage multiple procurement activities and concurrent deadlines while maintaining a high level of accuracy and attention to detail.
- Ability to maintain confidentiality and exercise sound judgment in procurement matters
- Interest in technology and software procurement processes preferred
- Knowledge of ERP systems and Microsoft Office Suite
Physical Demands:
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to talk or hear; regularly required to sit; use hands to finger, handle, or feel; occasionally required to stand; walk; reach with hands and arms; and lift and/or move up to 25 pounds. Special vision requirements include close, distant and color vision; and ability to adjust focus. The work environment is a moderate noise level.
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this job, the employee is frequently required to talk or hear; regularly required to sit; use hands to finger, handle, or feel; occasionally required to stand; walk; reach with hands and arms; and lift and/or move up to 25 pounds. Special vision requirements include close, distant and color vision; and ability to adjust focus. The work environment is a moderate noise level.
Job Description Summary
The Procurement Software Specialist is responsible for coordinating and managing software purchases for university departments and campus operations. This position ensures software acquisitions comply with university policies, MS Information Technology Services state purchasing regulations, licensing requirements, and technology standards. The role serves as the primary point of contact for software procurement, assisting departments with vendor coordination, approvals, renewals, and contract documentations. The position also supports efficient purchasing processes, maintains accurate records of software agreements, and works closely with Information Technology to ensure proper oversight and management of software resources
Background Check Statement
Prior to hiring, the final candidate(s) must successfully pass a pre-employment background investigation. A prior conviction reported as a result of the background investigation DOES NOT automatically disqualify a candidate from consideration for this position. However, failure to disclose may disqualify a candidate.