The IT Asset Management Coordinator maintains accurate, up-to-date information on IT asset inventories, terms and conditions by tracking, monitoring and reporting on these assets regularly. Responsibilities include, but are not limited to, defining asset tracking policies, establishing audit processes to ensure data integrity; acting as the point of contact for management on all asset issues; documenting asset management processes and procedures; assisting with technology refresh, standards and life cycle planning; managing the fees, fines and account adjustment related with the Mobile Computing program; managing the complete life cycle (requisition through retirement) of all Mobile Computing assets that are owned; monitoring and reporting accurate inventory information about all IT assets.
Duties and Responsibilities:
1. IT Asset Coordination
Maintain accurate information of, averagely, 10 million dollars’ worth of IT assets inventory by recording transactions, in ServiceNow, related to laptops & accessories handled in the asset vault, the mobile technician repair room and the technical support area.
Responsible for receiving, distributing, returning, and transferring IT assets to individuals, departments and third party vendors.
Track purchase orders, receipt of equipment and payment of invoices for large computer purchases. Record serial numbers, user assignment and location in asset software.
Responsible for assisting the Seton Hall community with placing orders for department purchased IT equipment and recording serial numbers, user assignment and location of the asset.
Ensure the Asset Management Office’s and Corrigan Vault’s work flow is efficiently optimize in ServiceNow by collaborating with the Applications Development department in the creation, test and implementation of automation features.
Create and implement Asset Management & Corrigan Vault policies & procedures regarding the workflow due to ServiceNow innovated features.
2. Support of the Mobile Computing Program
Responsible for planning and implementing the distribution of laptops to all new and transfer students as well as to faculty and administrators.
Responsible for coordinating the support mechanisms needed to execute major laptop roll-outs in coordination with other departments on campus.
Responsible for communicating and enforcing the policies and procedures set forth by the Mobile Computing Program.
Responsible for maintaining the web pages associated with the Mobile Computing Program and Asset Management.
Responsible for posting charges, reviewing accounts for accuracy and adjusting fees and fines related to Mobile Computing that are posted to student accounts.
Generate certified mailings to customer a related to non-returned assets, ownership at graduation and new student distribution.
3. Support of the Asset Management Office
Responsible for disseminating office policies and procedures to the student workers, full-time and temporary employees who staff the office.
Responsible for making sure that the office is well maintained, organized and operating efficiently.
Responsible for assisting customers with questions related to Mobile Computing Fees, Fines, and customers who call or visit the Asset office.
Provide cross-functional training between the various area of Asset Management procedures.
4. Support of the Asset Vaults
Record asset transactions related to laptops handled in the mobile technician repair room and technical support area.
Perform weekly inventory sessions to ensure the Corrigan Vault inventory matches the assets recorded in the ServiceNow database; as well as collaborate with full-time technicians to clarify any discrepancies related to the assets “In Repair.”
Create processes for planning and managing the complete life cycle of laptops, desktops, monitors, mobile devices, printers and related accessories. The processes should include conducting and reporting physical inventory audits, analyzing inventory needs based on Mobile Computing Asset Calendar activities, managing inventory levels against demand, managing disposal, donation and stolen equipment, department purchased equipment, reallocating equipment to other departments, and managing asset retirement processes.
Maintain the Mobile Computing inventory and loaner pool.
Other duties upon request.
Requires a Bachelor’s degree and at least 2 years of experience working in IT Asset Management.
Hands-on use of IT asset management systems (experience with ServiceNow Asset Management is highly preferred)
Attention to detail regarding data entering, running financial processes and adjusting students’ accounts
Thorough understanding and use of Microsoft Excel
Knowledge using Microsoft Office and workflow application are required.
Knowledge of computer terminology and business processes is needed.
General understanding and practical use of audit procedures
Proficient written and verbal communication skills
Ability to independently conduct inventory reports and develop asset life cycle forecast
General understanding of terms and conditions of contracts as it pertains to specification of RFP’s and Licensing Agreement
Must have strong problem resolution skills.
Experience planning and organizing events.
Strong organizing and analytical abilities, attention to detail and multitasking
Must have the ability to work with multiple people and confidential information
Evening, holiday or weekend work required when holding laptop distributions events to support the Mobile Computing Program which may fall outside of normal hours of operation.
Administrative - AD150
General office environment
Sometimes require heavy lifting, carrying, etc.
Special Instructions to Applicants:
The person in this position is required to perform his or her duties at all Seton Hall University locations and facilities, as assigned.
Seton Hall University is a major Catholic university. In a diverse and collaborative environment it focuses on academic and ethical development. Seton Hall students are prepared to be leaders in their professional and community lives in a global society and are challenged by outstanding faculty, an evolving technologically advanced setting and values-centered curricula.