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).
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.
* 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.
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.
Union College
Officially chartered in 1795, Union College is the fifth-oldest liberal arts college in the country. Located in the Capital District of New York State, Union is a highly selective residential and undergraduate college, home to 2,200 students and 220 faculty, and offering 44 majors. Union was the first liberal arts college to rethink the traditional liberal arts education and adopt an engineering curriculum. That pioneering approach continues today with an education that encourages students to work beyond the limits of disciplinary boundaries, allowing them to think globally and lead innovatively in a world where problem-solving requires breadth across humanities, arts, social sciences, science, and engineering.
Accommodations
If you require an accommodation throughout the interview process, please don't hesitate to contact our Human Resources department at hr@union.edu or 518-388-6108. We are committed to ensuring that all candidates have equal access to opportunities and can participate in a fair and inclusive hiring process.
Diversity at Union College
Union College is an equal-opportunity employer and is strongly committed to student and workforce diversity. Increasing diversity on campus is a critical priority for Union, one that is integral to our mission of preparing students for a globally interconnected world. Union provides a blend of intellectual, social, and cultural opportunities to facilitate the integrated academic, social, and personal development of a diverse community. We value and are committed to a host of diverse populations and cultures including, but not limited to, those based on race, religion, disability, ethnicity, sexual orientation, gender, gender identity, national origin, and veteran status. Union College is committed to providing access and will provide reasonable accommodation in its application process to individuals with disabilities who request such accommodations.
Non-Discrimination Policy
Union College will not discriminate in the recruitment or selection of faculty and employees, or in any other area of employment, on the basis of age, sex, race, national origin, religion, religious belief, disability, sexual orientation, gender identity or expression, and veteran status. In this regard, opportunities for advancement will be made available without bias. Union College will comply with the letter and intent of all State and Federal laws and applicable orders pursuant to Equal Employment Opportunity.