Procurement & Contracts Specialist

Job Summary

The Procurement & Contracts Specialist (IT) is the central point of contact for all Information Technology (IT) related purchasing and contract activities for the Leeds School of Business and is housed in the Learning and Teaching Solutions (LTS) technology office.

This position is responsible for IT purchasing and contract work that is distributed across multiple functional areas throughout Leeds (e.g., Salesforce Team Lead, Server Team, LTS Leadership, Unit Administrators). The Specialist will manage and monitor the full lifecycle of IT‑related transactions and contracts for Leeds, including software and SaaS tools, databases and data subscriptions, instructional and classroom technologies, hardware, and infrastructure, cloud, and other IT services.

The role processes and reviews an estimated 730–1,000 IT‑related transactions each year across CU Marketplace, Office of Information Technology (OIT) billing, Pcard, Concur, and Business Expense Reimbursement, and maintains central awareness of renewal dates, contract terms, vendor performance, and policy compliance.

This position works in close partnership with Leeds Accounting & Procurement (A/P), the Accounting and Procurement Manager, the Procurement Service Center (PSC), OIT, faculty, and staff to ensure that IT purchasing is timely, compliant, cost‑effective, and aligned with school and campus priorities. CU is an Equal Opportunity Employer and complies with all applicable federal, state, and local laws governing nondiscrimination in employment.

We are committed to creating a workplace where all individuals are treated with respect and dignity, and we encourage individuals from all backgrounds to apply, including protected veterans and individuals with disabilities.

• Serve as the primary LTS contact for all IT‑related purchasing requests from Leeds units (faculty, staff, centers, programs).
• Create and process CU Marketplace requisitions, Purchase Orders/Standing Purchase Orders (POs/SPOs) for IT goods and services, ensuring:
  • Accurate speed types and account codes
  • Appropriate approval routing
  • Correct receiving and invoice matching
  • Coordinate with OIT for IT purchases routed through OIT billing to ensure alignment with campus standards and Leeds needs.
• Review IT‑related Purchasing Card (Pcard), Concur, and Business Expense Reimbursement activity (when IT purchases occur in those channels) for allowability, appropriate documentation, policy compliance, and correct coding.
• Resolve routine purchasing issues with vendors and central offices (invoice discrepancies, missing documentation, tax corrections, returned items).

• Maintain a centralized inventory of all Leeds IT contracts (software, SaaS, services, cloud, databases, proctoring tools, etc.), including:
  • Renewal dates and notice periods
  • License counts, user types, and units served
  • Contract amounts and funding sources
  • Coordinate new contracts, renewals, amendments, and terminations with PSC, Campus Controller’s Office, OIT, and legal as needed.
• Support vendor selection and renewal decision‑making by gathering usage, pricing, and performance information from partners and vendors.
• Assist with school‑level vendor consolidation and volume‑based purchasing strategies in major IT categories (e.g., database licensing, software suites, laptop buys, IT services) to reduce duplication and improve pricing.
• Ensure that IT contracts meet university and campus standards for data security, privacy, and accessibility, raising to LTS and central IT as appropriate.

• Administer centralized purchasing and renewals for faculty and doctoral research databases and data subscriptions (approximately 30 resources), coordinating with faculty, vendor representatives, and library/IT partners where relevant.
• Serve as the operational hub for purchasing faculty IT subscriptions that can no longer be placed on individual Pcards due to the Pcard Issuance and Allocation Plan.
• Work with LTS and Leeds A/P to design and maintain request workflows (e.g., Qualtrics or Service Now forms)…