Information Technology User Services IT Asset & Hardware Logistics Specialist

Information Technology User Services IT Asset & Hardware Logistics Specialist

This position supports University Information Technology (UIT) by managing the receiving, tagging, inventory tracking, and campus delivery of IT hardware. It ensures accurate asset records, timely distribution, and coordination with vendors and campus partners for hardware orders and deliveries.

Position Number - 4M1477

Department - UIT USG Desktop Support

Division - VP for Information Technology

Appointment Type
- Classified

Contract Term
- Fiscal Year

FLSA
- Non-Exempt

Union Affiliation - FOCUS-MFPE

FTE - 1.0

Benefits Eligible
- Eligible

Salary - $20.50 per hour, commensurate with experience, education, and qualifications

General Statement
- At Montana State University, IT systems power solutions that support students, faculty, staff, and communities across Montana. In this role, the UIT User Services Purchasing Associate serves as the primary coordinator for technology procurement, asset intake, and hardware distribution, ensuring accurate tracking, efficient handling, and timely delivery of IT assets across campus.

Duties and Responsibilities - IT Hardware Asset & Logistics Management (Primary Function) Receive, inspect, and verify incoming IT hardware; apply asset tags and maintain accurate inventory records. Coordinate secure storage, staging, and distribution of equipment across UIT and campus departments. Deliver hardware to campus locations and manage logistics to meet operational timelines. Support inventory reconciliation and compliance with university and state asset tracking requirements.

Customer & Service Management Provide responsive support for IT purchasing and hardware-related requests, communicating effectively with users of varying technical backgrounds. Manage assigned services using enterprise tools, prioritizing work to meet user and organizational needs. Monitor service performance, recommend improvements, and contribute to the development of IT purchasing and hardware service offerings. Use the ticketing system to manage tasks, track work, communicate updates, and inform service improvements.

Vendor & Procurement Coordination Coordinate with vendors and internal stakeholders to track orders, resolve discrepancies, and ensure timely delivery. Verify receipt of goods and support resolution of ordering, invoicing, or shipment issues. Provide limited guidance to users on standard IT hardware options and procurement processes. Knowledge & Continuous Improvement Contribute to knowledge base content, documentation, and user-facing resources. Maintain current knowledge of IT purchasing processes, tools, and service offerings.

Identify trends and recommend process improvements to enhance efficiency and service quality. Security & Compliance Follow university security policies and promote best practices in handling IT equipment and data. Ensure proper handling, transport, and disposition of assets in accordance with security and compliance standards.

Required Qualifications – Experience, Education, Knowledge & Skills
- Procurement & Vendor Coordination Experience procuring IT hardware/services, including quotes, purchase orders, order tracking, and issue resolution. Ability to manage vendor relationships, resolve discrepancies, and guide users on procurement processes and standard hardware options Asset & Inventory Management Experience receiving, tracking, and distributing IT hardware. Ability to maintain accurate inventory records, monitor stock, and support equipment transfers across departments. Operations & Service Delivery Ability to support users with purchasing and hardware-related needs across varying technical levels.

Strong organizational skills with the ability to prioritize work and ensure timely fulfillment. Physical & Logistical Requirements Ability to safely move equipment up to 70 pounds. Valid driver's license, or ability to obtain one within six months. Communication & Continuous Improvement Strong communication skills with the ability to work across a diverse campus community. Ability to document processes, resolve issues, and support training or mentoring efforts.

Preferred Qualifications –…