IT Asset & Property Manager

Overview

The IT Asset and Property Manager supports the National Institute on Aging (NIA) IT Division by overseeing the lifecycle management, accountability, and compliance of all IT assets and property. This role ensures that hardware, software, and related equipment are properly tracked, secured, and managed in accordance with NIH and HHS policies, federal regulations, and audit requirements.

This role is critical to maintaining accountability, compliance, and operational efficiency of IT resources supporting NIA’s research and administrative mission. The ideal candidate is detail-oriented, process-driven, and experienced in managing assets in a regulated federal environment. The position also requires the ability to coordinate across IT, security, procurement, and administrative teams.

• Manage the full lifecycle of IT assets, including procurement, inventory, deployment, tracking, disposal, and documentation.
• Maintain accurate asset inventories using approved systems, including the NIH NBS Sunflower Property System, NIH Property Management Portal (NPMP/my property.nih.gov).
• Ensure compliance with NIH, HHS, and federal property management regulations.
• Conduct regular inventory audits, reconciliations, and physical asset verifications.
• Coordinate with procurement and finance teams on asset acquisition and documentation.
• Track software licenses and ensure compliance with licensing agreements.
• Support onboarding/offboarding processes by managing equipment assignment and recovery.
• Develop and maintain standard operating procedures (SOPs) for asset management.
• Coordinate secure disposal and sanitization of IT equipment in accordance with federal guidelines.
• Support audit readiness by maintaining documentation and responding to audit requests.
• Collaborate with cybersecurity and ISSO teams to ensure asset visibility and compliance with security requirements.
• Use handheld barcode scanners and other approved tools to update and validate decal record data.
• Maintain accurate accountability for all assigned NCTS assets, ensuring equipment is properly used, safeguarded, and kept in serviceable condition.
• Ensure all NCTS staff property, stored property, and deployed property records contain correct physical location, assigned custodian, condition status, serial numbers, and NIH asset tags; promptly report any discrepancies.
• Physically locate and visually validate all assigned assets during inventories, spot checks, and audits.
• Resolve discrepancies, including lost, stolen, damaged, or unaccounted-for property, in accordance with NIH and NIA procedures.
• Take reasonable precautions to protect all government property from loss, damage, theft, or misuse.
• Ensure sensitive, high-value, and mission-critical equipment is properly secured and monitored. Immediately report any NCTS property loss, theft, or damage to the Property Management Office, Security or law enforcement (when required), the supervisor, and NIA IT Management.
• Ensure proper authorization and documentation for all property movements, including: transfers between NCTS, labs, and offices; off-site use (telework, travel, home use); loaned/shared equipment.
• Update property records before or immediately after any equipment movement.
• Ensure all government property is recovered and accounted for during NIA IRP staff separations or contract completions, including employees separating, transferring, or retiring; contractors completing or terminating work; participation in clearance and checkout procedures.
• Support internal and external audit activities by providing documentation, explanations, and property verification as requested.
• Assist auditors with data collection, inventory validation, and implementation of corrective actions.
• Work with NIH & NIA PAO to complete the annual inventory for all NCTS accountable property within required time frames.
• Correct noted discrepancies within 5 business days.
• Complete property transfers and disposals within 3 business days.
• Respond to stakeholder inquiries within 2 business days.
• Complete updates to property records within 3 business days of any change.
• Manage the number of inactive users/supervisors within the NCTGS area to maintain accurate custodial assignment structures.
• Enter newly received equipment into the decal worksheets within 3 business days.
• Conduct mentoring and training sessions for NCTS staff on property management procedures, systems, and standards.
• Ensure compliance with NIH, HHS, and federal property management regulations, security requirements, and audit expectations.
• Support IT onboarding and offboarding processes by managing equipment assignment, recovery, and record updates.
• Maintain and improve standard operating procedures (SOPs) related to asset and property management.
• Coordinate secure disposal and sanitization of IT equipment in accordance with federal guidelines, cybersecurity policy, and NIH media sanitization procedures.
• Collaborate with procurement, ISSO, and cybersecurity teams to maintain asset visibility,…