IT Procurement and Budget Manager

IT Procurement and Budget Manager

Job Summary:

The Rollins College Information Technology Department is seeking an IT Procurement and Budget Manager to join their team! The IT Procurement & Budget Manager manages the day-to-day execution of technology purchasing and payment processing, asset tracking, software licensing, and contract renewals within the IT Experience & Engagement team. The role also helps maintain budget tracking, reporting, and forecasting for technology purchases. The position does not have direct supervisory responsibilities but serves as a functional lead-bringing together people, information, and systems to support and improve procurement, budgeting, and inventory processes across the department.

Providing our Community With Outstanding Experiences

• Serve as the primary IT purchasing agent, managing the full procurement lifecycle for technology purchases - from sourcing and quoting through contract approvals, ordering, receiving, and inventory coordination.
• Process and reconcile IT purchasing transactions, including purchase orders, vendor invoices, and p-card purchases, ensuring accuracy, proper documentation, and timely payment.
• Participate in contract discussions and negotiations and proactively manage contract renewals by engaging internal stakeholders and vendors early.
• Build strong partnerships with IT suppliers and vendors and maintain a vetted list of trusted suppliers to support responsible stewardship of College resources.

Keeping our Technology Future Ready

• Oversee the lifecycle management of IT assets, collaborating with IT teams and operational partners to coordinate receiving, inventory tracking, and reuse/recycling.
• Ensure accurate asset inventory and lifecycle records across our asset management system to support reliable technology deployment, lifecycle planning, and operational visibility.
• Coordinate software license management, ensuring appropriate licensing, compliance with vendor requirements, and cost-effective purchasing of software subscriptions and renewals.
• Maintain a forward-looking contract and renewal calendar to support proactive vendor management, negotiation, and financial planning.
• Partner with IT leadership on annual budget development and multi-year financial planning

Building a Sustainable Team and Support Model

• Manage IT budget tracking, reporting, and forecasting, working in partnership with IT leadership to ensure visibility and alignment across procurement, inventory, and financial commitments.
• Provide financial reporting and insights to support IT planning, prioritization, and responsible stewardship of technology resources.
• Collaborate with IT colleagues to document and improve procurement processes and workflows to strengthen operational efficiency, transparency, and shared understanding across the department.
• Leverage and improve asset and service management systems and workflows to support procurement visibility, inventory coordination, and operational reporting.
• Coordinate periodic inventory audits and strengthen asset management practices to ensure accuracy and accountability.
• Establish consistent record-keeping practices for contracts, licenses, renewals, accounts, vendor contacts,
• Collaborate with IT colleagues to create and maintain internal documentation that supports onboarding, cross-training, and shared understanding of how the team works
• Use service and project management tools to coordinate requests and initiatives, collaborating across IT teams and communicating progress with stakeholders.
• Establish consistent record-keeping and purchasing documentation.

Minimum Qualifications & Education:

• Bachelor's degree or equivalent combination of education and relevant work experience

Preferred Qualifications:

• Minimum of four years of experience in procurement, purchasing, asset management, IT operations, or a related operational role.
• Experience supporting technology procurement, hardware purchasing, software licensing, or IT asset lifecycle management.
• Experience working in a collaborative, service-oriented environment supporting operational processes.

Knowledge, Skills, and Abilities:

Procurement, Contracts, and Vendor Partnerships

• General understanding of procurement functions and processes, including sourcing, purchasing workflows, and vendor evaluation
• Ability to assist with reviewing purchase agreements, service contracts, and software licensing terms
• Awareness of software licensing models and subscription management practices
• Ability to work collaboratively with vendors and campus partners in support of responsible stewardship of institutional resources

Technology and Asset Lifecycle Management

• General familiarity with common IT products and infrastructure, including servers, desktops, laptops, firewalls, and software platforms.
• Foundational understanding of asset lifecycle management, including receiving, inventory tracking, deployment coordination, lifecycle planning, and equipment decommissioning.
• Ability to maintain accurate inventory and asset records to support operational visibility and effective technology deployment.
• Familiarity with asset management systems and service management tools used to support inventory and operational workflows.

Budget Stewardship and Financial Analysis

• General understanding of budgeting and financial management practices, including budget development, tracking, forecasting, and financial reporting.
• Ability to review and analyze financial and operational information and support the development of appropriate recommendations for action.
• Working proficiency with financial systems, ERP systems, and spreadsheet tools used to support purchasing and financial analysis.

Collaboration, Communication, and Operational Coordination

• Effective written and verbal communication skills, with the ability to coordinate and communicate clearly with stakeholders on routine and moderately complex issues.
• Ability to work collaboratively across teams in a service-oriented environment, demonstrating reliability, accountability, and attention to quality.
• Ability to work effectively with faculty and staff with varying levels of technical knowledge, adjusting communication style as needed.
• Ability to manage multiple tasks, organize work effectively, and meet deadlines in a fast-paced environment with changing priorities.
• Strong attention to detail and ability to compile, review, and present operational and financial information accurately.
• Knowledge of College environment, departments, procedures, and policies.

Work Schedule:

• Full-time schedule Monday to Friday, 8:30 AM to 5:00 PM, 37.5 hours per week
• Flexible schedules or overtime may be required to meet the demands of the academic calendars

Work Environment:

• This is a campus-based position working in Winter Park, FL
• Work in an indoor environment

Instructions to Applicants:

To apply, please submit an application and upload the following materials:

1. Resume
2. Cover Letter
3. Provide three reference names and email addresses on application

Benefits & Perks:

• 25 Days - Paid Time Off (vacation, sick, and personal time)
• 10 Days - Paid Holidays
• 5 Days - Paid College Closure Days
• Eligible for Medical, Prescription, Dental & Vision Insurances (within 30 days of hire)
• 100% Employer-Funded Health Reimbursement Account ($125+/month)
• 100% Employer-Paid Short & Long Term Disability Insurance
• Domestic Partner Benefits
• 11.5% Employer Retirement Contributions
• Discounted On-Campus Dining Meal Plans
• Free On-Campus Parking
• Free Access to Campus Amenities (gyms, pools, library, sporting events and more)
• Free Full Tuition for Employees and their Families
• Pet Insurance
• 100% Employer-Funded Employee Assistance Program
• Flexible Spending Accounts
• Award-Winning Wellbeing Programs
• Plus More!