IT Asset & Procurement Specialist

Position Summary
Reporting to the Assistant Director, CMDB & IT Asset Management, the IT Asset & Procurement Specialist supports the acquisition, tracking, and lifecycle management of IT hardware and software. This role maintains accurate inventory data, supports software license compliance, and coordinates purchasing workflows.

Essential Functions
Maintains accurate, up-to-date records of IT hardware assets, software licenses, and peripheral inventories in enterprise platforms (e.g., ServiceNow) by logging daily equipment assignments, returns, and status updates.

Manages routine IT hardware and software requisitions; assists internal stakeholders with processing purchasing requests, evaluating vendor quotes, and ensuring adherence to university procurement workflows.

Serves as the primary operational contact for hardware and software vendors, tracking daily order statuses, delivery schedules, shipping confirmations, basic invoice reconciliations, and routine product inquiries.

Monitors software license allocations, assists with periodic usage audits to identify underutilized software, and supports cost-optimization efforts while ensuring compliance with vendor agreements.

Coordinates equipment returns, decommissioning, e-waste recycling, and secure hardware disposal activities in compliance with Information Security policies and environmental regulations.

Provides guidance and administrative support to university departments regarding IT procurement procedures, standard hardware models, and asset request fulfillment.

Assists in gathering asset, spending, and lifecycle data to support departmental forecasting, IT budget planning, and periodic audit reporting.

Essential Functions Note This list is not intended to be an exhaustive list.
The University may assign additional related duties as necessary.
Management Responsibilities May provide peer-level coordination or subject-matter guidance to colleagues performing similar work and/or student, part-time workers, including helping organize tasks, clarify priorities, or review work for quality or consistency.
Additional Functions
Participates in continuous improvement initiatives and cross-functional IT projects to streamline procurement workflows and enhance asset tracking processes.

Assists the Assistant Director with preparing data and documentation for Configuration Management Database (CMDB) audits and software license compliance reviews.

Performs other related duties as assigned to support organizational objectives and team operational needs.

Required Qualifications: Education and Experience
Bachelor’s degree

Minimum of two years of experience in IT support, business operations, purchasing, or asset tracking.

An equivalent combination of education and experience will also be considered.

Required Qualifications: Knowledge and Skills
Basic understanding of IT hardware, software licensing concepts, and procurement practices.

Familiarity with IT Service Management (ITSM) or Asset Management platforms (e.g., ServiceNow).

Working knowledge of Google Suite and Microsoft Office Suite (particularly MS Excel / Google Sheets for data tracking and reporting).

Strong organizational skills and high attention to detail, with the ability to manage multiple routine requests and track orders effectively.

Excellent communication and interpersonal skills, with a strong customer-service mindset when working with internal stakeholders and external vendors.

Preferred Qualifications
Demonstrated understanding of the technical, administrative, and operational environment of higher education.

Foundational knowledge of IT Asset Management (ITAM) frameworks, software asset management (SAM) best practices, or ITIL principles.

Interest in pursuing professional certifications in IT asset management or procurement (e.g., Certified Software Asset Manager, CSAM or Certified IT Asset Manager, CITAM).