What We Do:
The SEI helps advance software engineering principles and practices and serves as a national resource in software engineering, computer security, and process improvement. The SEI works closely with defense and government organizations, industry, and academia to continually improve software-intensive systems. Our core purpose is to help organizations improve software engineering capabilities and develop or acquire the right software, defect free, within budget and on time, every time.
In order to accomplish the work of the SEI, groups including IT in the Office of the CIO (OCIO) acquire and maintain a phenomenal deal of hardware and software and a number of service agreements each year to power the enterprise. In this role, you will use your purchasing and administrative experience to support the mission by processing enterprise service, software, and hardware products orders as well as tracking the status of licenses and service agreements to ensure uninterrupted operation.
- Associate’s Degree in Business or IT with at least 2 years of purchasing experience for technical products with license / maintenance terms (e.g., software, capital equipment).
- Willingness to travel to various locations to support the SEI’s overall mission. This includes within the SEI and CMU community, and to offsite training or meetings on occasion. (Less than 5% travel)
- You will be subject to a background check
- Enter purchase requests or prepare specification forms for enterprise hardware, software and cloud services and renewal of existing licenses/maintenance contracts for same.
- Update the status of enterprise IT items in the OCIO budget for which you initiated the purchase request.
- Drive purchase/agreement requests to detect and resolve issues which delay completion of purchases/agreements with escalation of urgent issues as necessary.
- Distribute licenses to IT system administrators / end users or inform of how to retrieve them.
- Act on system-generated renewal notices for existing agreements/licenses in a timely manner to ensure continued coverage or service availability.
- Track new and renewing licenses and agreements, notifying responsible parties of impending expiration for mentorship on whether/when to begin renewal (and for any changes in license level).
- Initiate periodic checks of user-assigned licenses against the current staff roster to “free up” licenses still assigned to former staff.
- Periodic checks on licenses that are not “unlimited user” to determine if additional licenses will be required (possibly thru an intermediary) to preempt exhaustion.
- Checks on cloud service agreements to preempt funding exhaustion. Impending shortfalls are escalated to the responsible engineer/manager.
- Document and track key information about enterprise software licenses and services (vendor contact(s), internal POCs, partners, funding sources, etc.).
- Document licensing and agreement work processes for repeatability and future participation of other administrators.
- Collaborate with campus Computing Services staff as well as SEI Contracts and Procurement staff to use existing and evolving campus master agreements for software and services.
- Participate in vendor discussions along with meaningful SEI subject matter experts for the product/service being acquired to oversee/execute action items.
Knowledge, Skills and Abilities:
- Understanding of various procurement processes
- Ability to research licensing / maintenance details and costs with enterprise IT products and services vendors
- Ability to work independently to establish and improve work processes
- Work with people at all levels: C-suite executives, purchasers, contract analysts, technical managers, technical and administrative staff
- Excellent attention to detail and interpersonal skills both written (email, wiki) and verbal
- Working experience with business office and collaboration software, especially Microsoft Excel
- Bachelor’s Degree in Business, Accounting, or IT with at least 3-4 years of government purchasing experience
- Experience purchasing IT items in a medium to large organization.
Job Function Breakdwon:
50% Process: Administer the complete lifecycle of related products/services from purchase request through making users/stakeholders aware of license availability and retrieval steps for new and renewing/existing items.
15% Track Compliance: Track new and renewing licenses and agreements, notifying responsible parties of impending expiration for mentorship on whether/when to begin renewal (and for any changes in license level) based on periodic checks.
15% Collaborate: Work with campus Computing Services and SEI Contracts and Procurement staff to use existing and evolving campus master agreements for software and services. Participate in vendor discussions along with meaningful SEI subject matter experts for the product/service being acquired to oversee/execute action items.
10% Document:Track key information about enterprise software licenses and services (vendor contact(s), internal POCs, partners, funding sources, etc.). Document licensing and agreement work processes for repeatability and future participation of other administrators.
10% Other administrative duties as assigned by manager.
Please visit “Why Carnegie Mellon” to learn more about becoming part of an institution inspiring innovations that change the world.
A listing of employee benefits is available at: www.cmu.edu/jobs/benefits-at-a-glance/.
Carnegie Mellon University is an Equal Opportunity Employer/Disability/Veteran.