IT Procurement Specialist; Penn Procurement Services

IT Procurement Specialist; Penn Procurement Services

University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn's distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America's Best Employers By State in 2021.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

COVID-19 vaccination is a requirement for all positions at the University of Pennsylvania. New hires are expected to be fully vaccinated before beginning work at the University. For more information about Penn's vaccine requirements and the use of Penn Open Pass, visit the Penn COVID-19 Response website for the latest information.

Posted Job Title
IT Procurement Specialist; Penn Procurement Services

Job Profile Title
Procurement Specialist

Job Description Summary
Procurement Services, a department within the Division of Business Services, manages approximately $1 billion of spending at the University. Driven by the pillars of Penn Compact 2022 of Inclusion, Innovation, and Impact, Procurement Services offers the following core functions:

  • Developing, implementing, and managing innovative procurement solutions to enable optimal process efficiency and make smart purchasing easy.
  • Identifying suppliers from diverse and marginalized backgrounds with whom the University can activate mutually beneficial relationships.
  • Sourcing and negotiating favorable procurement outcomes by leveraging the scale of Penn's spending to achieve best-value results.
  • Managing supplier relationships to ensure that University buyers' (faculty, staff, and students) needs are met.
  • Delivering positive impact in the areas of economic inclusion, environmental sustainability, and responsible supply chain management.

    Reporting to the Director of IT Procurement and Contracting within Penn Procurement Services, this position will be primarily responsible for managing all aspects of IT purchasing contracts for hardware, software, and services.

    Job Description

    • Responsible for modifying contract terms to be in closer alignment with current Penn contract, legal, and technology standards.
    • Interface with University customers to understand the business and use case of each contract required, identifying changes necessary to contract terms as well as identifying opportunities to mitigate risk with input from extended stakeholders such as the Privacy Office, General Counsel, and Information Security.
    • Manage contracts through signature and execution process, as well as maintaining them in the departmental contract management system.
    • Support and facilitate competitive bid activity primarily in the software and information technology category.
    • Act as compliance liaison and provide internal consultation when necessary.
    • Support the implementation and continued promotion of a strong Supplier Management process to ensure good supplier relations and strong SLAs with suppliers with a focus on service quality and reliability, responsiveness, service delivery and cycle time improvement.
    • Provide leadership resolving any supplier service issues.
    • Work collaboratively with the Procurement Services team to ensure compatibility with all department initiatives and business objectives, including active support of Penn's supplier diversity, local purchasing, and sustainable purchasing efforts.
    • Support the education for University purchasers on best procurement practices and directly uphold Penn's Procurement policies

    • Bachelor's Degree and 5 years to 7 years of experience or an equivalent combination of education and experience
    • Working experience with software licensing models (by user, site licensing, volume-based/activity-based, development agreements, etc.)
    • Experience with technology-specific legal considerations such as: Software-as-a-Service, hosted application, PaaS, IaaS agreement types, Hosting environments (on prem, third party), Third party security and infrastructure
    • Familiarity with certifications such as SOC I, SOC II, SAS 70, and similar Service Level Agreements
    • Must have an advanced understanding of procurement contracting processes and common legal standards (ie. payment terms; indemnity/remedies; limits of liability, warranties)
    • Understanding of key legal considerations pertaining to software, including: Trademark/Intellectual property rights; Data use, data ownership, data transfer issues; Remedies, including indemnification; Limitations of Liability (LOL) and related, common customer carve-outs (ie. no LoL for specific issues; LoL's capped or defined for other issues)
    • Strong interpersonal and communication skills required, including a track record of effectively partnering with a diverse group of customers, ideally in a higher education or non-profit environment.
    • Demonstrated ability to collaborate with internal experts
    • Capability to manage detail and complex issues.
    • Ability to develop contract language to address complex and often ambiguous business, legal, and technical situations.
    • A Certified Professional in Supply Management (CPSM) highly preferred.

    Job Location - City, State
    Philadelphia, PennsylvaniaProcurement Specialist

    Department / School
    Business Services

    Pay Range
    $51,824.00 - $78,096.00

    Affirmative Action Statement
    Penn adheres to a policy that prohibits discrimination on the basis of race, color, sex, sexual orientation, gender identity, religion, creed, national or ethnic origin, citizenship status, age, disability, veteran status, or any other legally protected class.

    Special Requirements
    Background check required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

    University Benefits
    • Health, Life, and Flexible Spending Accounts: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family's health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.
    • Tuition: Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.
    • Retirement: Penn offers generous retirement plans to help you save for your future. Penn's Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.
    • Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family-whatever your personal needs may be.
    • Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you're newly hired, you won't have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.
    • Wellness and Work-life Resources: Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That's why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.
    • Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.
    • University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University's libraries and athletic facilities, or visit our arboretum and art galleries. There's always something going on at Penn, whether it's a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you're right in the middle of the excitement-and you and your family can enjoy many of these activities for free.
    • Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.
    • Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.
    • Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.
    • Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.

    To learn more, please visit:

    To apply, visit

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