IT Vendor and Contract Manager

Overview

The IT Vendor and Contract Manager supports the operational lifecycle of Information Technology vendor relationships, software licensing, technology procurement, contract administration, billing reconciliation, and technology asset management. Working collaboratively with Information Technology, Procurement, Finance, vendors, and institutional stakeholders, this role ensures technology-related purchases, software renewals, vendor agreements, and allocated technology assets are accurately coordinated, documented, and maintained in accordance with institutional policies and operational requirements.

The position serves as the primary operational resource for vendor administration, procurement coordination, software renewals, contract tracking, licensing compliance, invoice reconciliation, and operational reporting. Through strong organization, attention to detail, and cross-functional collaboration, the role supports efficient vendor management processes, accurate financial documentation, and effective stewardship of Information Technology resources.

• Vendor & Contract Administration: Coordinate the operational administration of IT vendor relationships by maintaining vendor records, software subscriptions, technology service agreements, licensing documentation, contract files, renewal schedules, and procurement records. Track contract terms, renewal requirements, vendor contacts, pricing, licensing information, and required action dates to support timely and compliant contract administration.
• Technology Procurement & Financial Coordination: Prepare, monitor, and follow purchase requisitions, purchase orders, software renewals, technology acquisitions, and vendor documentation. Collaborate with Procurement, Finance, vendors, and institutional stakeholders to obtain quotations, statements of work, licensing documentation, contract amendments, and purchasing documentation while supporting invoice approvals, vendor payments, billing reconciliation, and accurate financial documentation.
• Software Licensing & Technology Asset Management: Maintain accurate inventories of software licenses, subscriptions, technology services, mobile devices, hotspots, and other allocated technology assets. Monitor licensing quantities, authorized users, service plans, technology assignments, vendor agreements, and cost allocations to support compliance, operational visibility, and lifecycle management.
• Vendor Relations & Operational Support: Serve as the primary operational point of contact for vendor-related coordination, including renewals, purchasing documentation, licensing, invoicing, service concerns, and contract administration. Support vendor evaluations by maintaining documentation related to service quality, responsiveness, billing accuracy, contract compliance, and renewal activities while fostering productive working relationships with vendors and institutional partners.
• Reporting, Documentation & Compliance: Develops, maintains, and distributes reports, inventories, dashboards, and operational documentation related to vendor contracts, software renewals, procurement activity, technology assets, purchasing status, and financial obligations. Maintain organized, audit-ready documentation supporting procurement reviews, compliance activities, budget planning, and operational reporting.
• Continuous Improvement: Evaluate vendor administration, procurement coordination, contract tracking, documentation standards, billing reconciliation, and renewal processes to identify opportunities for operational improvement. Support implementation of approved process enhancements that improve efficiency, documentation quality, financial accuracy, and consistency across IT vendor management activities.

• Education & Experience –
  
  Minimum Qualifications:
  
  Associate's degree in Business, Information Technology, Finance, Procurement, Public Administration, or a related field. Three years of experience in vendor management, procurement support, contract administration, financial operations, IT asset management, or a related operational support function. Experience supporting software renewals, vendor…