Title: Assistant Contracts & Asset Manager
Executive Area: Information Technologies
College/School/MBU: Information Technology
Department: IT Administration
Work Location: Amherst
Schedule: Full time
Work Arrangement: Hybrid
Job Summary
The Assistant Contracts Manager and Asset Manager for Information Technology supports the full lifecycle of procurement, asset management, and building operations. The role ensures all purchasing activities comply with University and state policies, collaborates closely with the Unified Procurement Services Team (UPST), and manages purchase requests, invoices, and related documentation. In addition, this position oversees IT asset tracking, inventory control, and lifecycle management, while coordinating building operation’s needs. Responsibilities include preparing contracts, statements of work, and supporting materials, as well as maintaining accurate, audit ready records across procurement, asset management, and operational functions.
Essential Functions
Administers contracting and purchasing for the Information Technology department by collaborating closely with UPST.
Negotiates and develops contracts consistent with departmental and University objectives and as directed.
Collaborate with appropriate departmental staff to create statements of work, no bid justifications, amendments and other supporting documents required for contracts for services and/or other purchase requisitions.
Tracks, reports and projects key metrics for financial planning and expense reduction.
Responds to inquiries, requests and complaints from department staff relating to purchasing activities.
Maintains current knowledge of State, University and Massachusetts Higher Education Consortium (MHEC) contracts and ensures compliance with same.
Promotes and assures continuous improvement within the purchasing/finance area.
Maintains appropriate Information Technology business records for purposes of audit. Ensures accuracy and completeness of data for vendor files, contracts, and reports.
Ensures compliance with documentation. Monitors compliance with University policies and procedures.
Coordinates, directs and supervises IT facilities projects and warehouse operations. Assigns building access and access to secure locations via established protocols. Attends renovation/construction project meetings to remain up to date on project progress and coordinate/liaise with outside contractors working in IT facilities. Act as liaison in directing activities of Physical Plant Maintenance including directions, locations, etc. to ensure work requests are completed in a timely manner. Arrange for appropriate disposal of recyclable equipment and furniture.
Direct and oversees warehouse activities, including selection, receipt, distribution and asset management of materials, supplies and equipment valued in excess of $5 million. Maintains property and inventory records in accordance with established University guidelines. Initiates, schedules, and facilitates physical inventories of IT equipment on a continuous basis. Resolves disposition of missing items in collaboration with suppliers and purchasing staff. Provides reports on inventory status and disbursement. Determines space requirements and methods of storage for IT equipment and supplies.
Responsible for effective delivery of communications to IT staff and outside departments within IT facilities related to building issues, planned work, building closures, health and safety, etc. to ensure smooth functioning facilities and compliance with building code and safety regulations.
Manages Information Technology’s fleet of vehicles and coordinates campus parking passes. Assists with conference room scheduling and maintenance. Facilitates conference/event set-up and clean-up. Acts as Information Technology Netcomm representative for IT departments.
Coordinate meeting and dining room space requests, including physical setup, audiovisual, catering, and telecommunications.
Perform scheduling and clerical tasks related to facility usage, ensuring adherence to established policies and procedures.
Act as on-site liaison during events to ensure smooth operations and high customer satisfaction.
Maintain a working knowledge of 400 Venture Way facilities, policies, and procedures.
Collaborate with departments and clients to finalize and execute service requests.
Assist technical support staff during events at 400 Venture Way.
Regularly check meeting rooms and break rooms to ensure cleanliness and appropriate set-up for future use.
Other Functions
Undertakes special projects and other duties as assigned.
Minimum Qualifications
Bachelor degree, preferably in Business, Accounting or other related field of study with 5 years of progressive purchasing experience in a higher education, government or corporate environment is required.
Demonstrated experience in word processing, database, and spreadsheet software.
Strong organizational, analytical, and interpersonal skills.
Proven ability to manage multiple projects simultaneously and successfully within provided deadlines.
Must exhibit a high degree of independent action, judgment and initiative.
Excellent interpersonal, organizational and communication skills and ability to foster harmonious working relationships
with a diverse population.
Excellent oral and written communication skills.
Ability to work independently and collaboratively at all levels.
Working Conditions
Work is performed in a standard office or indoor university environment and involves minimal physical exertion.
Work Schedule and Work Arrangement
M-F 8:30AM - 5:00PM
This position has the opportunity for a hybrid work schedule, which is defined by the University as an arrangement where an employee’s work is regularly performed at a location other than the campus workspace for a portion of the week. As this position falls within the Professional Staff Union, it is subject to the terms and conditions of the Professional Staff Union collective bargaining agreement.
Salary Information
Pay Grade: PSSAP Grade 28
Special Instructions for Applicants
Along with application, please submit a resume. References will be checked at the finalist stage please be prepared to provide contact information for three (3) professional references.
This position will remain open for the time period required by any applicable collective bargaining agreement and will continue until a suitable candidate pool is identified. Interested applicants are strongly encouraged to apply early.
