IT Finance and Procurement Coordinator

Overview

The IT Finance and Procurement Coordinator manages the full lifecycle of information technology assets and procurement activities, ensuring accurate tracking, fiscal responsibility, and compliance with institutional policies. This role oversees college-wide IT asset inventory, purchasing, and vendor coordination, and serves as the primary owner of IT procurement processes. The position provides guidance to faculty and staff on technology purchasing, manages vendor relationships and contracts, and maintains asset and purchasing records within TeamDynamix (TDX).

Responsibilities

• IT Procurement and Vendor Relationships

  • Serve as the primary purchasing agent, managing quotes, purchasing, renewals, and coordination with vendors.
  • Coordinate and foster relationships with established vendors, maintaining open communication and mutual accountability.
  • Provide purchasing guidance to faculty and staff to ensure technology selections align with institutional standards, compatibility requirements, and budgetary guidelines.
  • Handle ordering, tracking, and fulfillment of IT purchases and ensure timely and accurate processing of procurement activities.

• Asset and Software Lifecycle Management

  • Maintain an accurate, up-to-date database for tracking all IT hardware and software assets across campus.
  • In collaboration with Client Services, manage the full lifecycle of IT assets, including discovery, deployment, maintenance, and compliant decommissioning/recycling.
  • Coordinate software license management to ensure adherence to vendor requirements and cost-effective subscription renewals.
  • Oversee receiving and check-in of vendor deliveries to ensure accuracy and proper documentation.

• Budgeting & Financial Oversight

  • Collaborate with the CIO on annual budget development, multi-year financial planning, and strategic forecasting.
  • Monitor budget performance against actual spending, analyze variances, and provide 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.

Preferred Qualifications

Not specified.

Compensation & Benefits

• Pay Status and Classification: Non-Exempt, Regular Full-Time
• Expected Rate: $32.00-$34.00 per hour
• Except for roles with a set rate of pay, the wage/salary of the finalist selected for this role will be set based on departmental budgets, qualifications, experience, education, licenses, specialty, and training. The stated hiring rate/range represents the organization’s good faith and reasonable estimate of possible compensation at the time of posting.

Benefits include:

• 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

Location

• Work Location: Hybrid work arrangement eligible
• Location: Schenectady, NY

Additional Information

• Relocation assistance: Not eligible for relocation assistance
• Visa sponsorship: Not eligible for visa sponsorship
• Supervisor: Chief Information Officer

Background checks: In accordance with the organization’s background check policy, finalists for hire will undergo a background check that includes education, employment, and criminal convictions.

E-Verify: The employer participates in E-Verify and will provide the federal government with Form I-9 information to confirm that you are authorized to work in the United States.