IT Finance and Procurement Coordinator

Job description

The IT Finance and Procurement Coordinator is responsible for managing the full lifecycle of information technology assets and procurement activities, ensuring accurate tracking, fiscal responsibility, and compliance with institutional policies. This position oversees college-wide IT asset inventory, purchasing, and vendor coordination. Serving as the primary owner of IT procurement processes, the role provides guidance to faculty and staff on technology purchasing, manages vendor relationships and contracts, and maintains asset and purchasing records within TeamDynamix (TDX). IT Finance and Procurement Coordinator Pay Status and Classification: Non-Exempt, Regular Full-Time; Hybrid arrangement available Supervisor: Chief Information Officer Essential Responsibilities and Duties: IT Procurement and Vendor Relationships Serves as the primary purchasing agent, managing quotes, purchasing, renewals, and coordination with vendors. Coordinates and fosters relationships with established vendors, fostering open communication and mutual accountability. Provides purchasing guidance to faculty and staff, helping ensure technology selections align with institutional standards, compatibility requirements, and budgetary guidelines. Handles ordering, tracking, and fulfillment of IT purchases and ensures timely and accurate processing of procurement activities. Asset and Software Lifecycle Management Maintains an accurate, up-to-date database for tracking all IT hardware and software assets across the campus. Handles, in collaboration with Client Services, the complete lifecycle of IT assets, including discovery, deployment, maintenance and compliant decommissioning/recycling. Coordinates software license management, ensuring adherence to vendor requirements and cost-effective subscription renewals. Oversees the receiving and check-in of vendor deliveries to ensure accuracy and proper documentation. Budgeting & Financial Oversight Collaborates with the CIO on annual budget development, multi-year financial planning and strategic forecasting. Monitors budget performance against actual spending, analyzing variances and providing regular reports to the CIO and ITS management team. Office Management In partnership with the CIO, organize office operations and procedures. Provide event support for ITS activities, including ordering food and any necessary supporting equipment. Maintain inventory of office supplies. Qualifications: Bachelor’s degree in a related field, or an Associate’s degree combined with significant relevant professional experience in IT asset management, procurement, or technology operations. Proven experience managing IT hardware and software assets across the full lifecycle, including discovery, procurement, deployment, maintenance, and decommissioning. Demonstrated ability to manage vendor relationships, including pricing negotiations, order coordination, issue resolution, and ongoing communication. Experience maintaining procurement documentation, including purchase records, warranties, contracts, and renewal schedules, with strong attention to accuracy and audit readiness. Demonstrated ability to interpret and apply institutional purchasing policies, budgetary guidelines, and compliance requirements. Proficiency with spreadsheet tools (e.g. Google Sheets, Excel) and familiarity with IT service management (ITSM) or asset management systems. TeamDynamix knowledge is a plus. Proven ability to contribute positively to a collaborative, team-oriented work environment that supports institutional priorities and service excellence. Strong organizational, analytical, and documentation skills, with the ability to manage multiple priorities and deadlines. Excellent verbal and written communication skills, with the ability to collaborate effectively with IT staff, vendors, and non-technical campus stakeholders. Ability to support, contribute to, and strengthen a diverse, inclusive, and collaborative campus community. Compensation: The expected rate for this position is $32.00-$34.00. Except for roles with a set rate of pay, the wage/salary of the finalist selected for this role will be set based on a variety of factors, including but not limited to departmental budgets, qualifications, experience, education, licenses, specialty, and training. The stated hiring rate/range represents the College’s good faith and reasonable estimate of the rate/range of possible compensation at the time of posting. NOTE: This position is not eligible for relocation assistance or visa sponsorship. Location: Schenectady, NY We know some job seekers may not apply for career opportunities unless they meet every qualification in the position description including the preferred qualifications. We are most interested in hiring the best staff and faculty colleagues, and recognize that a successful candidate may come from a less traditional career path. We encourage you to apply, even if you don’t believe you meet every one of our preferred qualifications. We offer exceptional benefits including: Generous Vacation, Sick, and Personal Time Winter Recess Break in Addition to Paid Holidays (in accordance with policy) Healthcare: Medical (PPO & HDHP), Dental, and Vision Insurance (Flexible Spending and Dependent Care Accounts) Free On-Campus Fitness Facility Access and Discounts for On-Campus Wellness Programs Pre and Post Tax participation in a 403(b) Retirement Plan Salary Continuation Program in the event of Disability Tuition Exchange Background Checks: In accordance with our background check policy , finalists for hire will undergo a background check that includes education, employment, and criminal convictions. E-Verify Participation: Union College participates in E-Verify and will provide the federal government with your Form I-9 information to confirm that you are authorized to work in the United States. Learn more about E-Verify and your Right to Work (Derecho a Trabajar) .