(Remote) Software Administrator - Information Technology Services

Description

The department of Information Technology Services at West Virginia University is currently accepting applications for two (2) Software Administrators.

About the Opportunity

The Software Administrator in WVU Information Technology Services handles distribution and renewal of certain software licenses and technology purchasing processes. The administrator must review and understand all contract requirements to help ensure the University's compliance with terms and conditions and correctly fulfill user requests. This fully remote position also supports the IT Purchasing Request process, monitoring technology requests until they are fully approved or rejected. This position reports to the ITS Finance and Business Administrator in the Office of the CIO and will help maintain accurate records that support decision-making and the efficient use of financial resources.

We strongly believe in work-life balance and keeping time for things we love outside our work. WVU offers generous benefits, including:

• 37.5-hour work week
• 13 paid holidays (staff holiday calendar)
• 15 annual leave (vacation) days per year or more based on years of service (employee leave)
• 18 sick days per year (for when you're ill, for when you need time to care for sick family, for your own, or your family's, regularly scheduled medical appointments. Who is family for the purpose of this leave? A lot of people in your life including immediate relatives and in-laws as well as others considered to be members of your household living under the same roof)
• WVU offers a range of health insurance and other benefits
• 401(a) retirement savings with 6% employee contribution match, eligibility to continue health insurance, and other retiree perks. Looking for more retirement benefits information? Check out retirement health insurance benefits, retirement income, and FAQ's.
• Wellness programs

What You'll Do

Software Licensing Information Center (SLIC)

• Handle day-to-day SLIC operations, including purchasing, invoicing, distribution, and record-keeping of SLIC-managed software. Activate, deactivate and reassign licenses as needed. Use ITS software to track and fulfill orders.
• Maintain an inventory of software licenses, including details such as license keys, versions, and deployment locations/methods.
• Monitor contracts and associated processes for all SLIC software.
• Track contract details and a schedule for renewal processes in ITS Software Contract Inventory.
• Coordinate and serve as primary point of contact with vendors on renewals.
• Work with WVU Procurement on renewals, modifications, cancellations and other contract-related needs.
• Submit requests to Gartner representatives who analyze vendor quotes for cost-competitiveness.
• Help run system reports to generate user lists when needed.
• Monitor license counts and alert supervisor of looming overages/shortages.
• Answer customers questions and direct technical support requests to appropriate teams, including vendors, as needed.
• Monitor licensing or functionality changes in SLIC-managed software. Work with Service Owners when new licenses or functionality is requested related to any SLIC-managed software (new licenses, new delivery method, etc).
• Develop and maintain SLIC documentation, detailing purchase processes for each contract/product. Work with ITS Knowledge Manager to ensure documentation is created when needed, and existing knowledge is kept current and customer-focused.
• Work with other ITS teams such as Identity and Access Management and Endpoint Management to distribute software to the appropriate populations based on licensing requirements.
• Support the SLIC personal purchase online store in TouchNet.
• Escalate technical issues with store to the ITS eCommerce team.
• Send monthly transaction report to supervisor.
• Review and update pricing quarterly.
• Review and record monthly Azure charges, notify customers, and help process billing.

IT Purchasing Process

• Track and facilitate processing of IT Purchase Request submissions to ensure technology requests are moving through approvals in a timely fashion.
• Respond quickly to customers and escalate concerns, questions and delays to supervisor or appropriate technical team as needed;
• Monitor requests to identify purchase request patterns, and report those to supervisor.
• Refer unfamiliar requests to supervisor and/or Executive Director to determine whether purchases are directionally aligned with ITS and WVU objectives.

ITS Business and Financial Support

• Help Office of the CIO ensure efficient processing of various administrative tasks, providing assistance with processing monthly invoices for payment and monitoring with PCPS and Shared Services; receiving on Purchase Orders; and facilitating vendor name-change requests with PCPS.
• Help maintain the Software Contract inventory.
• Ensure the list is up to date and accurate with expiration dates, Service Owners, vendors, purchase order numbers, terms, etc.
• Alert Service Owners of upcoming software expirations to ensure a more efficient and timely renewal process.
• Process monthly Managed Print Paper invoices in Mountaineer Marketplace.
• Assist with ordering and tracking of HSC ITS Laptop Program accessories.
• Assist with internal and external audit requests as needed.

Pay Grade: 15

Qualifications

• Associate's degree in a relevant field.
• A minimum of one (1) year of combined experience involving:
  
  
  • High-level administrative experience,
  • Experience in an organization dedicated to customer service,
  • Software licensing experience preferred,
  • Experience in an information technology setting preferred
• Any equivalent combination of related education and/or experience will be considered.
• All qualifications must be met by the time of employment.

Knowledge, Skills, & Abilities

• Demonstrated ability to work efficiently, both independently and as part of a team, in a complex and dynamic environment
• Demonstrated ability to organize and analyze data to support recommendations and decision making
• Demonstrated ability to communicate effectively with customers and colleagues
• Strong analytical and problem-solving skills, with the ability to interpret licensing agreements and compliance requirements.
• Demonstrated time management skills, with the ability to prioritize tasks and manage multiple projects simultaneously