IT Vendor and Contract Manager

Are you someone who strives for excellence, values accountability, provides the best service, all while reflecting unwavering integrity? Our talented team members across the state follow the behaviors, beliefs and outcomes of these core values to ensure that our vision is met.   If you're ready to join the TSTC family and make great memories please complete our application process.

Job Description

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 position 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.

Essential Functions

The employee will demonstrate TSTC's Core Values of Excellence, Accountability, Service, and Integrity with internal and external stakeholders, customers, students, vendors, and community members.

Vendor & Contract Administration

Coordinates the operational administration of Information Technology vendor relationships by maintaining vendor records, software subscriptions, technology service agreements, licensing documentation, contract files, renewal schedules, and procurement records. Tracks contract terms, renewal requirements, vendor contacts, pricing, licensing information, and required action dates to support timely and compliant contract administration.

Technology Procurement & Financial Coordination

Coordinates Information Technology purchasing activities by preparing, monitoring, and following purchase requisitions, purchase orders, software renewals, technology acquisitions, and vendor documentation. Collaborates 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

Maintains accurate inventories of software licenses, subscriptions, technology services, mobile devices, hotspots, and other allocated technology assets. Monitors licensing quantities, authorized users, service plans, technology assignments, vendor agreements, and cost allocations to support compliance, operational visibility, and effective technology lifecycle management.

Vendor Relations & Operational Support

Serves as the primary operational point of contact for vendor-related coordination, including renewals, purchasing documentation, licensing, invoicing, service concerns, and contract administration. Supports 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. Maintains organized, audit-ready documentation supporting procurement reviews, compliance activities, budget planning, and operational reporting.

Continuous Improvement

Evaluates vendor administration, procurement coordination, contract tracking, documentation standards, billing reconciliation, and renewal processes to identify opportunities for operational improvement. Supports implementation of approved process enhancements that improve efficiency, documentation quality, financial accuracy, and consistency across Information Technology 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, Information Technology asset management, or a related operational support function.

Experience supporting software renewals, vendor relationships, contract documentation, purchase requisitions, purchase orders, invoice reconciliation, and procurement activities.

Experience maintaining operational records, tracking deadlines, reconciling financial information, and coordinating documentation across multiple stakeholders.

Experience using Microsoft Excel, Google Sheets, ERP systems, procurement systems, or similar business applications to support purchasing, reporting, and operational administration.

Strong organizational skills with the ability to manage multiple priorities, deadlines, and operational activities simultaneously.

Excellent verbal and written communication skills with the ability to communicate effectively with vendors, technical staff, Finance, Procurement, leadership, and institutional stakeholders.

Preferred Qualifications

Bachelor's degree in Business, Information Technology, Finance, Procurement, Supply Chain Management, Public Administration, or a related field.

Experience working within Information Technology, higher education, state government, or another regulated procurement environment.

Experience supporting software asset management, technology lifecycle administration, vendor performance monitoring, or contract administration.

Experience utilizing ERP systems, procurement platforms, financial systems, or Information Technology service management platforms.

Working knowledge of software licensing models, subscription renewals, cloud-based services, maintenance agreements, and technology procurement practices.

Relevant experience may be considered in lieu of a degree, except in cases where a specific degree is required to meet accreditation standards, licensure requirements, or other legislative or regulatory obligations. This includes, but is not limited to, certain faculty positions and staff roles governed by state or federal educational mandates.

Skills & Abilities

Ability to coordinate multiple vendor relationships, procurement activities, software renewals, and contract administration responsibilities simultaneously.

Ability to interpret purchasing documentation, vendor agreements, licensing information, invoices, and financial records.

Ability to prepare operational reports, dashboards, inventories, and documentation supporting technology procurement and vendor management activities.

Ability to identify billing discrepancies, reconcile financial information, and coordinate issue resolution with vendors and institutional stakeholders.

Ability to communicate effectively with technical and non-technical stakeholders through written and verbal communication.

Ability to maintain organized, accurate, and audit-ready operational records supporting procurement, contract administration, and technology asset management.

Ability to identify opportunities for process improvement and support implementation of operational enhancements.

Core Competencies

Vendor & Cost Management

Supports effective vendor partnerships by identifying opportunities to improve value, reduce technology costs, optimize software licensing, eliminate redundant solutions, and maximize institutional investment in technology resources. Provides cost information, licensing data, and vendor documentation to support purchasing and renewal decisions.

Vendor Relationship Management

Builds and maintains productive vendor relationships by communicating clearly, following up consistently, and supporting timely resolution of procurement, billing, licensing, and service-related issues. Participates in vendor renewal and pricing discussions in partnership with Procurement and Information Technology leadership by researching market pricing, licensing models, and purchasing alternatives that support informed decision-making.

Procurement Coordination

Applies knowledge of purchasing procedures, requisition workflows, approval requirements, and procurement documentation to support timely, compliant acquisition of technology products and services. Coordinates purchasing activities with internal stakeholders and external vendors to ensure efficient execution of procurement processes.

Contract & Renewal Management

Maintains organized and accurate records of software renewals, contract terms, vendor commitments, pricing, licensing information, renewal timelines, and required actions. Monitors contract milestones and supports timely renewals while maintaining compliance with institutional requirements.

Financial Accuracy

Maintains a high level of accuracy when tracking financial obligations, purchase orders, invoices, billing discrepancies, and technology cost allocations. Reconciles financial documentation and supports accurate reporting of Information Technology expenditures.

Documentation

Creates, maintains, and organizes procurement records, vendor documentation, licensing information, purchasing files, and operational records that support compliance, transparency, audit readiness, and continuity of Information Technology vendor management processes.

Communication

Communicates clearly and professionally with vendors, Information Technology staff, Procurement, Finance, leadership, and institutional stakeholders. Provides timely updates regarding purchasing activities, contract renewals, licensing requirements, documentation needs, and vendor-related issues.

Accountability

Accepts ownership of assigned vendor management, procurement coordination, contract administration, and reporting responsibilities. Demonstrates reliability, attention to detail, and consistent follow-through while ensuring work is completed accurately and within established timelines.

Responsiveness

Responds promptly to vendor inquiries, procurement requests, renewal activities, billing concerns, documentation requests, and operational issues. Maintains effective communication while supporting timely resolution of vendor and purchasing matters.

Problem Solving

Identifies discrepancies, incomplete documentation, delayed approvals, billing concerns, procurement issues, and vendor-related challenges. Works collaboratively with vendors and institutional stakeholders to research issues, recommend solutions, and support timely resolution.

Security Awareness

Maintains confidentiality and security of vendor, financial, licensing, contract, and institutional information. Applies appropriate safeguards and follows institutional policies governing data protection, software licensing compliance, and information security.

Quality Control

Reviews vendor documentation, invoices, purchase requisitions, purchase orders, software licensing records, technology asset inventories, and renewal information to ensure accuracy, completeness, and compliance before processing, approval, or reporting.

Communication

Communicates effectively with vendors, Information Technology staff, Procurement, Finance, leadership, and institutional stakeholders through clear, timely, and professional written and verbal communication.

Job Knowledge / Job Performance

Demonstrates advanced knowledge of vendor administration, procurement coordination, contract management, software licensing, technology asset tracking, and operational reporting while consistently producing accurate, high-quality work.

Ownership / Accountability

Accepts responsibility for assigned vendor management, procurement coordination, contract administration, reporting, and documentation activities while demonstrating initiative, reliability, and consistent follow-through.

Teamwork / Service

Works collaboratively across Information Technology, Procurement, Finance, and vendor partners to support institutional goals while providing responsive, customer-focused service.

Planning & Execution

Coordinates multiple priorities, purchasing activities, contract renewals, procurement timelines, and operational deadlines while maintaining organization and attention to detail.

Critical Thinking & Judgment

Exercises sound judgment when reviewing vendor documentation, resolving billing discrepancies, coordinating procurement activities, and supporting operational decisions within established policies and procedures.

Leadership Without Authority

Provides functional leadership through coordination, communication, and subject matter expertise while building productive relationships and supporting successful outcomes across departments and vendor partners.

Extra Duties Statement

This job description outlines the general responsibilities and expectations of the role. It is not intended to include every task or responsibility. Additional duties may be assigned by leadership as needed.

Equal Opportunity Employer

Texas State Technical College (TSTC), as an equal opportunity employer, complies with all applicable federal and state laws regarding nondiscrimination. TSTC is committed to a policy of equal opportunity for all persons and does not discriminate on the basis of race, color, national origin, age, marital status, sex, sexual orientation, disability, religion, or veteran status in employment, educational programs and activities, and admissions.

Employment Eligibility Verification

If hired, you will be required to complete the federal Employment Eligibility Verification I-9 form. You will be required to present acceptable and original documents to prove your identity and authorization to work in the United States. Documents need to be presented no later than the third day of employment. Failure to do so will result in loss of employment at TSTC.

Background Checks

A criminal history background check will be required for the finalist(s) under consideration for this position.