IT Finance and Procurement Coordinator

About the role

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.

Responsibilities

• Serves as the primary purchasing agent, managing quotes, purchasing, renewals, and coordination with vendors.
• Captures and coordinates 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.
• Maintains an accurate, up-to-date database for tracking all IT hardware and software assets across the campus.
• Collaborates with Client Services to handle 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.
• Collaborates with the CIO on annual budget development, multi-year financial planning, and strategic forecasting.
• Maintains budget performance against actual spending, analyzes variances, and provides regular reports to the CIO and ITS management team.
• Organizes office operations and procedures, providing event support for ITS activities, including ordering food and any necessary supporting equipment.
• Maintains 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.

Pay

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.

Schedule

This position is not eligible for relocation assistance or visa sponsorship.

Location

Schenectady, NY

Benefits

• 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
• 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.