IT Vendor and Contract Analyst

Pay Range:

Pay Range:$29.82 - $41.60

The Information Technology Contract and Vendor Analyst is responsible for overseeing and managing the IT organization's relationships with its vendors and ensuring that all vendor contracts are compliant, cost-effective, and aligned with business objectives. This role involves monitoring, and evaluating vendor performance, ensuring timely delivery of services, and maintaining comprehensive records of all IT contracts and associated documentation. The analyst will collaborate with internal departments such as supply chain, legal, finance, and IT to optimize vendor performance and contract value throughout the vendor lifecycle. This position will work closely with management on scoping efforts for project specific initiatives as well as annual budget and forecasting.

This position will support management with the ordering of all IT inventory for both general use and projects. Inventory management and purchasing plays a critical role in day-to-day operation of our organization. Staying on top of backorders or other fulfillment delays and communicating those in a timely and concise manner is essential to this role’s success.

Additionally this position will be responsible for managing the receiving and tracking of IT inventory. Partnering with all of IT will be a big part of each day. This includes making sure regular on hand inventory levels are maintained, inventory leaving our warehouses is properly accounted for and projects orders are complete and placed in a timely manner. Logging inventory shipments as received in Workday, so vendors are paid on time is all part of the job.

SEARHC is a non-profit health consortium which serves the health interests of the residents of Southeast Alaska. We see our employees as our strongest assets. It is our priority to further their development and our organization by aiding in their professional advancement.

Working at SEARHC is more than a job, it’s a fulfilling career. We offer generous benefits, including retirement, paid time off, paid parental leave, health insurance, dental, and vision benefits, life insurance and long and short-term disability, and more.

Key Essentials Functions and Accountabilities of the Job

• Vendor Relationship Management:

  Develop and maintain strong, positive relationships with IT vendors.

  Serve as the primary liaison between the organization and its IT vendors.

  Facilitate effective communication and collaboration between vendors and internal stakeholders.

• Contract Management:

   Oversee the entire lifecycle of IT contracts, from negotiation and execution to renewal and termination, with special attention to ensuring renewals are purchased on time as to avoid any fees or penalties.

   Ensure all IT contracts comply with company policies, get legal review, and software passes IT our Security Risk Analysis prior to signing.

   Maintain accurate and up-to-date records of all vendor contracts and agreements utilizing available contract management software.

• Performance Monitoring:

  Monitor vendor performance to ensure compliance with contractual terms and service level agreements (SLAs).  When SLAs are not met start the process for getting vendor credit as outlined in the contract, when applicable.

  Conduct regular reviews and assessments of vendor performance, providing feedback and addressing any issues or discrepancies.

  Develop and implement performance metrics and reporting systems to evaluate vendor effectiveness.

• Cost Management:

  Analyze and manage IT vendor costs to ensure cost-effectiveness and budget adherence.

  Identify opportunities for cost savings and value optimization in vendor contracts and services.

  Participate in budget, planning and forecasting activities related to IT vendor services.

• Risk Management:

  Identify, assess, and mitigate risks associated with IT vendor relationships and contracts.

  Identify, assess, and mitigate risks associated with IT sourcing.

  Develop and implement risk management strategies to minimize potential disruptions and ensure business continuity.

• Procurement:

  Collaborate and assist IT management team with ordering and sourcing equipment for all IT departments including Network, System Administration, Technical Operations and Biomedical.

  Ability to actively manage the procurement process ensuring transparency to all parties so that teams can accurately plan projects and initiatives, as well pivot accordingly when needed.

  Assist in the evaluation and selection of new IT vendors, ensuring alignment with business needs and strategic objectives.

  Assist in negotiating favorable terms and conditions with vendors to secure optimal outcomes for the organization as needed.

• Inventory Management:

  Be the point person for quarterly, year end and surprise inventory audits of IT storage and warehouses to ensure accurate counts are being maintained and shrinkage is minimal.

  Assess and report any storage or security issues that are apparent so appropriate remediation can be done.

  Coordinate shipping, receiving and all other aspects of the inventory lifecycle.

  Play a lead role in the E-Waste retirement and disposal at SEARHC, including researching and securing vendors, managing rates, shipping and delivery, as well as coordinating with IT teams to ensure deadlines are met successfully.

• Reporting and Documentation:

  Ensure accurate reports are available on vendor performance, contract status, inventory on hand, and cost analysis to IT leadership.

  Maintain comprehensive documentation of all vendor interactions, contract changes, ratings and performance evaluations.

  Fully utilize SEARHC’s contract management software to maintain accurate records of all contracts and associated documentation.

Other Functions

• This job description is intended to provide an overview of the responsibilities and requirements of the role. It is not exhaustive and may be subject to change based on the needs of the organization.

Education, Certifications, and Licenses Required

• Bachelor's degree in Information Technology, Business Administration, or a related field is preferred but on the job experience in a similar role will be evaluated and considered.

Experience Required

• Two or more years of experience in vendor management, contract management, or a related role is preferred but not required.  Education can be substituted for experience.

Knowledge, Skills, and Abilities

• Ability to work in a fast-paced environment that is continuously changing.
• Pride in your work and a drive to succeed.
• High aptitude to learn and apply new skills (software, organizational, reporting, etc.).
• Talent to work collaboratively and independently as needed.
• Clear communication of ideas and details to both individuals and groups is critical.

Computer Skills:  

• Superior Excel skills with the ability to both build and work with complex spreadsheets and reports is a must.
• Exposure to supply chain, procurement or inventory management software is a plus.
• Contract management system experience is desired.
• Candidates with Workday experience preferred, but not required. We will train the right candidate.

Other Qualifications:

• Exceptional written and verbal communication skills are the key to success in this role.
• Exposure or high-level understanding of IT equipment is preferred.
• Experience Infrastructure as a Service (IaaS), Platform as a Service (PaaS), and Software as a Service (SaaS) a plus.
• Familiarity with managing software and hardware Licensing.
• Analytical, detail-oriented individuals will excel in this role.
• Certification in Vendor Management or Contract Management (e.g., CIPS, IACCM, or equivalent) is highly desirable and can be substituted for years of experience.
• Experience with ITIL or other IT service management frameworks.

Travel Required: 

This position may require travel up to 10%.

Safety and Risk Management Responsibilities:

Employees are responsible for complying with safe work rules; reporting all accidents and injuries immediately; cooperating in all accident and injury investigations; reporting defective equipment and unsafe conditions.

Physical Demands:

Moderate to High – ability to lift and move packages up to 50lbs is required.

Work Environment:

Office environment with some warehouse and site work required as needed.

Required Certifications:

If you like wild growth and working with happy, enthusiastic over-achievers, you'll enjoy your career with us!