IT Software/Hardware Assets Coordinator

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The University of Miami’s UMIT Department has an exciting opportunity for a full-time IT Software/Hardware Assets Coordinator to work onsite in Coral Gables, Florida.

The IT Software/Hardware Assets Coordinator manages and tracks hardware/software assets within the organization. The incumbent in this role collaborates with stakeholders and ensures that hardware assets are compliant with organizational policies, and are properly assigned, maintained, and delivered.

Core Responsibilities:

• Maintains accurate hardware inventory and updates work order tracking systems.

• Conducts regular physical inventory reviews to verify asset condition.

• Manages the computer loaner pool and sanitizes devices before reissue.

• Provides customer support and resolves escalated operational issues.

• Coordinates hardware replacements, upgrades, and shipments to end-users.

• Assists with vendor demonstrations, educational meetings, and events.

• Ensures compliance with hardware disposal and data security policies.

• Builds and maintains strong relationships with hardware vendors.

• Monitors product delivery timelines and resolves potential delays.

• Ensures timely payment and fulfillment of hardware orders.

• Generates reports and maintains documentation on hardware specifications.

• Communicates with stakeholders about hardware activities and concerns.

• Assists with processing equipment and supply requests for the IT team.

• Adheres to University and unit-level policies and procedures and safeguards University assets.

Department Specific Functions:

Hardware Inventory Management:

• Maintain accurate records of hardware assets, including computers, peripherals, and other related devices.

• Maintain knowledge of product changes, implementation details, and ongoing projects.

• Adhere to University and unit-level policies and procedures and safeguard University assets.

• Update work order tracking systems with relevant product information and details.

• Collaborate with stakeholders to understand hardware requirements and specifications.

• Conduct routine review and physical inventory to verify the existence and condition of hardware assets.

• Manage the computer loaner pool and collaborate with internal teams to properly sanitize devices prior to reissuing.

Customer Support:

• Facilitate problem solving of escalated operational issues through collaboration with internal stakeholders.

• Assist customers with questions and concerns, providing remote training when requested.

• Coordinate hardware replacements or upgrades as needed to minimize downtime and ensure operational continuity.

• Coordinate the deployment and shipment of hardware assets to end-users or designated locations, ensuring timely delivery.

• Assist with coordinating vendor demonstrations, educational meetings, conference participation, and location reservation.

Lifecycle Management:

• Continuously assess the effectiveness of internal controls to safeguard hardware assets from theft, unauthorized access, and damage.

• Facilitate the disposal of surplus hardware assets in compliance with environmental regulations and data security policies.

• Participate in special projects and process improvement as necessary.

Vendor Management:

• Establish and maintain strong relationships with hardware providers.

• Monitor timelines for delivery of products and services.

• Engage business and industry providers to identify, communicate, and seek resolution to potential product availability delays.

• Monitor order fulfillment process and ensure timely payment for products and services.

Administrative Support:

• Generate reports and dashboards to provide team metrics.

• Maintain documentation related to hardware configurations, specifications, maintenance history, and warranty information.

• Communicate regularly with stakeholders to provide updates on hardware asset management activities and address any concerns or issues.

• Assist with the distribution of supplies to internal stakeholders.

• Coordinate the processing of requests for equipment and supplies specific to the IT Hardware Asset team.

This list of duties and responsibilities is not intended to be all-inclusive and may be expanded to include other duties or responsibilities as necessary.

MINIMUM QUALIFICATIONS:

• High School Diploma

• Minimum 2 years of relevant experience required

• Learning Agility: Ability to learn new procedures, technologies, and protocols, and adapt to changing priorities and work demands.

• Teamwork: Ability to work collaboratively with others and contribute to a team environment.

• Technical Proficiency: Skilled in using office software, technology, and relevant computer applications.

• Communication: Strong and clear written and verbal communication skills for interacting with colleagues and stakeholders.

Any appropriate combination of relevant education, experience and/or certifications may be considered.

The University of Miami is recognized as one of the nation’s premier research institutions and academic health systems and is among the largest employers in South Florida.

With more than 20,000 faculty and staff, the University is committed to excellence and guided by a mission to positively impact the lives of students, patients, and communities locally and globally.

We are dedicated to fostering a culture where every individual feels valued and empowered to contribute meaningfully. United by shared values, the University community works together to build an environment defined by purpose, collaboration, and service.

The University of Miami is an Equal Opportunity Employer. Applicants and employees are protected from discrimination based on certain categories protected by Federal law. Click here for additional information.

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