Information Technology User Services IT Asset...

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., 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., + Analyze and resolve IT purchasing issues while communicating clearly with and supporting a diverse range of users.

• Interpret technical documentation, maintain current competencies, and use ticketing systems to manage work and customer communication.

• Manage services, monitor performance, and contribute to improvements that enhance efficiency and customer satisfaction.

• Develop and maintain user-focused documentation, including self-help resources and FAQs.

• Apply and promote information security best practices in alignment with university policies.

• Build and manage vendor relationships to resolve issues and ensure quality and reliability.

• Prioritize workload, support accurate inventory tracking, and ensure timely, efficient movement of IT assets.

• 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 - Experience, Education, Knowledge & Skills

• Procurement & Institutional Knowledge

• Experience working within procurement policies and practices, ideally within Montana State University or a public-sector environment.

• Demonstrated ability to collaborate with campus partners to understand and support technology needs.

• Asset & Inventory Systems

• Hands-on experience with IT asset management or inventory systems (e.g., AssetWorks) and inventory control practices.

• Tools & Systems

• Experience supporting users in an e-procurement system (e.g., Jaggaer).

• Education & Experience

• Associate’s or Bachelor’s degree in IT, logistics, supply chain, business, or a related field, or equivalent experience.

• Background in IT purchasing or a related operational environment, ideally in higher education or the public sector., Must possess a valid driver’s license, an acceptable driving record, and meet all State of Montana requirements to operate State/University vehicles. (If successful candidate possesses a valid out-of-state driver’s license, must obtain a valid Montana driver’s license within 60 days of hire.), + Ability to work at a computer using a monitor, keyboard, and mouse for extended periods.

• Ability to regularly sit, stand, bend, reach, carry, and move throughout campus locations.

• Ability to move and transport office materials and IT equipment weighing up to 70 pounds.

• Ability to work using standard office and computer equipment, including sufficient vision, hearing, and dexterity to perform assigned duties.

• Ability to communicate effectively in person, over the phone, and in group settings.

• Ability to navigate office and campus environments, including stairs and tight or confined spaces (e.g., under desks).

• Ability to work in an open office environment with walk-in traffic, phone calls, and frequent interruptions.

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily with or without reasonable accommodations. The requirements listed above are representative of the knowledge, skill, and/or ability required.