IT Vendor and Asset Management Analyst

Summary: 

The IT Vendor and Asset Management Analyst performs comprehensive administration and management of IT software, hardware assets, and vendor relationships. The analyst is responsible for the acquisition and complete lifecycle management of IT assets, ensuring strategic planning from procurement through disposal. The analyst maintains and enhances strategic vendor partnerships, negotiates contracts, and provides the organization receives optimal value from IT investments. This position is key in developing and implementing enterprise-wide standards for asset acquisition, management, and vendor governance procedures. 

 Essential Duties and Responsibilities: 

Strategy & Planning 

• Create and deploy feedback mechanisms from stakeholders and onboarding experience, analyze results, make recommendations for process improvement, and implement changes. 
• Evaluate documented resolutions and analyze trends for ways to prevent repeated future problems. 
• Identifies and catalogs all IT assets (Servers, PCs, etc.) and related peripherals, their current location, OS versions, lease cycles, health, and hardware levels. 
• Analyzes asset information/data and produces inventory and license reconciliation reports. 
• Conduct research into software application products and services supporting development and purchasing efforts. 
• Provide support for testing new and existing software applications under development or consideration for purchase. 
• Coordinate and schedule demos of new products or new releases of existing products. 
• Assist with the development of implementation planning and assist with driving the adoption of new products 

  Operational Management 

• Responsible for managing vendors, including monitoring contractual requirements, monitoring and evaluating vendors on an ongoing basis to maintain quality and compliance with accreditation and contractual requirements. 
• Manage the creation and maintenance of a repository of vendors in a contract management data or similar solution to track key dates (expirations, renewals) and assess demand. 
• Responsible for coordinating the acquisition of new IT assets by evaluating needs, sourcing equipment, and ensuring timely procurement in alignment with organizational standards. 
• Responsible for managing the IT budget 
• Partners with finance and department leaders to forecast and manage spending. 
• Collaborates with IT leadership to support annual budgeting and forecasting activities, ensuring accurate tracking of asset expenditures and alignment with financial goals. 
• Partners closely with the IT Service Desk during onboarding to ensure all required assets are acquired, configured, and deployed efficiently to end users. 
• Cultivates and fosters strong collaborative relationships within the IT organization, project teams, and other internal partners 
• Develop mitigation and corrective action plans to address risk and service issues, as identified, and follow through to resolution and manage the situation to resolve issues 
• Coordinate with department heads to assess departmental application training needs and objectives. 
• Tracks IT assets throughout the organization, and ensures that expiring leases are replaced, returned to vendors, or purchased at the end of lease cycles. 
• Designs workflow for asset disposal in compliance with CMMC requirements 
• Prepare Cybersecurity and Technology Committee memos and presentations associated with the execution of business plans. 

Education & Certification 

• College diploma or university degree in the field of computer science, Business Administration, or information systems 
• Training in Project Management  

 Knowledge & Experience 

• Knowledge of IT products and services, especially on the Infrastructure, hardware, and software side 
• Strong hands-on experience with Power BI, Excel, and Smartsheet for dashboard creation and data analysis. 
• Hands-on experience with managing the cost of vendors, including financial concepts, such as depreciation schedules, dollar costing, and total cost of ownership 
• Excellent communication skills; translating complex data into clear insights for technical and non-technical audiences. 
• Knowledge of trends in technology relating to software applications. 
• Technical understanding of the life cycle in IT Hardware/Software solutions 
• Good understanding of the organization’s goals and objectives. 
• Comfortable working cross-functionally and engaging with both internal stakeholders and external vendors. 
• Knowledge of RMA processes, warranty tracking, and break-fix field service support. 
• Experience in Process Management is highly desired 

Competencies: To perform the job successfully, an individual should demonstrate the following competencies:

Problem Solving- Identifies and resolves problems promptly, develops alternative solutions, and uses reason even when dealing with emotional topics.

Communication and customer services - Ability to read, write, and communicate effectively in English.  Spanish/ French-Creole is a plus, but not required. Use terminology that is appropriate to the intended audience.  Edit written work for spelling and grammar.  Speaks clearly so others can understand. Demonstrates listening to and understanding information and ideas presented through spoken words and sentences, and getting clarification.

Mathematic Skills - Applying basic arithmetic calculations, fractions, percentages, ratios, and proportions to practical situations.  Presents numerical data effectively.

Ethics - Maintains high standards of ethical conduct, demonstrates honesty and integrity, and avoids theft-related, dishonest, or unethical behavior. Works with integrity and safeguards confidentiality. Treats others with respect; keeps commitments; inspires the trust of others; adheres to integrity and ethics; upholds organizational values.

Planning/Organizing - Prioritize work activities, use time efficiently, and develop realistic action plans.

Job Commitment - Accepts responsibility and demonstrates responsible behavior, initiative, and tenacity; Works with minimal supervision and is dependable.

Professionalism - Follows all corporate policies and procedures, including occupational safety and health policies and procedures, and responds to management directions.  Maintain a professional demeanor with participants, staff, and other professionals.  Project a positive image of Goodwill.  Reacts well under pressure and accepts responsibility for own actions.  Follows through on commitments.

Work Quality - Demonstrates accuracy, completeness, and neatness.  Look for ways to improve and promote quality.  Applies feedback to improve performance.  Monitors own work to ensure quality.

Quantity of work - Produces the work the manager assigns efficiently and promptly.

Attendance/Punctuality - Report to work as scheduled and on time and remain on the job throughout regular work hours.  Notify supervisor of lateness, absence, or if an urgent reason for leaving work arises. Commit to long hours for work when necessary to reach goals; Complete tasks on time or notify supervisor of an alternate plan.

Teamwork - Works and interacts with others to accomplish overall group goals; solicits feedback to maximize results.

Safety and Security - Observe safety and security procedures; Report any safety deficiency to the immediate supervisor.  Uses equipment and materials properly. Knows what “Material Safety Data Sheets” are and where they are kept.

Personal Characteristics—Dress in appropriate business attire. Conduct yourself professionally. Take initiative. Be dependable and accurate, and take pride in your work.   

Adaptability - Adapts to changes in the work environment; manages competing demands; changes approach or method to best fit the situation; can deal with frequent change, delays, or unexpected events.

Analytical - Can understand diverse information; collect and research data; use intuition and experience to complement data; help design workflows and procedures.

Cost Consciousness: Works within approved budget; develops and implements cost-saving measures; contributes to profits and revenue; conserves organizational resources.

Detail-Oriented – Must be an organized professional with an excellent eye for detail.

Diversity—Shows respect and sensitivity for cultural differences; educates others on the value of diversity; promotes a harassment-free environment; builds a diverse workforce.

Interpersonal Skills – Focuses on solving conflict, not blaming; Maintains confidentiality; Listens to others without interrupting; Keeps emotions under control; Remains open to others' ideas and tries new things.

Judgment—Displays willingness to make decisions; exhibits sound and accurate judgment; Supports and explains reasoning for decisions; includes appropriate people in decision-making process; makes timely decisions.

Leadership – Exhibits confidence in self and others; Inspires and motivates others to perform well; Effectively influences actions and opinions of others; Accepts feedback from others; Gives appropriate recognition to others.  Must be highly reliable and able to carry out tasks autonomously and collaboratively.

Motivation – Self-motivated and a self-starter. Sets and achieves challenging goals; Demonstrates persistence and overcomes obstacles; Measures self against the standard of excellence; Takes calculated risks to accomplish goals. Persistent and results-oriented.

Strategic Thinking: Develops strategies to achieve organizational goals; understands the organization's strengths and weaknesses; analyzes market and competition; identifies external threats and opportunities; adapts strategy to changing conditions.

Physical Demands - The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully. Reasonable accommodations may be made to enable individuals with disabilities to perform these functions. While performing the duties of this job, the employee is regularly required to sit for a long time. The employee must frequently use hands to finger, handle, feel, and talk or hear. The employee is occasionally required to stand and walk. The employee must occasionally lift and/or move up to 20 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus.

Work Environment: The noise level in the work environment is usually moderate