IT Asset Coordinator

**Requisition ID**:38401

**Organization**

Located on the traditional, ancestral and unceded lands of the xʷməθkʷəy̓əm (Musqueam), Sḵwx̱wú7mesh (Squamish), and səlilwətaɬ (Tsleil-Waututh) Peoples, Vancouver has a commitment to becoming a City of Reconciliation. Vancouver consistently ranks as one of the world’s most liveable cities and is working towards being the greenest city in the world. Named among Canada's Top 100 Employers, BC's Top Employers, and Canada's Greenest Employers, the City of Vancouver seeks colleagues who can help shape and embody our core commitments to sustainability, decolonization, equity and outstanding quality of life for all residents.

Consider joining our committed team of staff and being part of an innovative, inclusive and rewarding workplace.

**Main Purpose & Function**
The Software Asset Administrator is responsible for administration of software assets (licenses and subscriptions), from request through to purchase for software and services installed on or used by City computers and servers; the position is responsible for other related Software Asset Management activities including: periodic true ups, tracking of entitlements, reconciliations of entitlements versus actual footprints, and tracking contracts and agreements.

**Specific Duties & Responsibilities**
- Leads Software Asset Management administrative work including:

- Work in the Department’s ticketing system, ServiceNow to handle incoming requests
- Place orders as required from requests that come through the ticketing system
- Place orders as required for software maintenance renewals
- Work in conjunction with Technology Services Administration staff to perform good’s receipt of orders
- Use of software vendor administration portals to administer software assets (e.g. assign /reassign subscriptions)
- Tracks and maintains copies of software licenses, warranties, maintenance agreements, and vendor contracts
- Liaises with vendors to receive software license keys and/or raise support issues related to software assets administration
- Utilizes SCCM and related systems, performs license inventories and usage monitoring to reconcile with tracked entitlements to ensure City compliance
- Conducts and reports software asset reconciliation and audit activities on a timely basis, including financial, licensing, warranty, and maintenance/support contract information
- Assists Software Asset Management Analysts to:

- Develop and enhance Software Asset Management practices at the City to reduce (IT) costs and limit the business and legal risk related to the ownership and use of software
- Develop strategies and budget plans for TS roadmaps and presentation to TS Leadership;
- Ensure Constant Improvement for processes related to software management (e.g. purchasing, entitlement tracking, compliance)
- Recommend licensing options or strategies for software technologies used at the city
- Standardizing on to enterprise class software products and platforms
- Assess and prepare City’s annual “true up” submissions for major software vendors
- Analyses software under consideration throughout product lifecycle, in conjunction with the Workforce Standards Board
- Assists TS’ software deployment team(s) in the coordination of software tests and deployments as required
- Provides Software Asset Management related services to support other TS teams as well as TS clients:

- Delivers presentations to customers (users, depts) and technical staff as required
- Consults with customers to understand their requirements
- Work with the IT System Management tool, SCCM, to pull reports as required for clients
- Provide usage reporting to assist in business decision making

**Qualifications**

Education and Experience:

- Completion of Grade 12 supplemented by courses related to the work, such as those of the Supply Chain Management Training (SMT) Program from Supply Chain Canada or equivalent and a certificate in Software Asset Management (CSAM, Microsoft SAM) at a technical institute plus sound related experience; or an equivalent combination of training and experience.
- Considerable experience managing software licenses and agreements, performing reconciliations or audits
- Some experience with SAP Plant Maintenance / SAP Enterprise Asset Management module and the SAP Material Management module
- Some experience in developing presentations, documentation, and business process improvements i.e. Process mapping

Knowledge, Skills and Abilities:

- Considerable knowledge of asset management best practices, procedures, policies, and regulations governing the work in a municipal setting
- Considerable knowledge of purchasing practices, procedures, policies and regulations governing the work performed
- Working knowledge of market conditions, business conditions and governmental regulations affecting the workplace
- Considerable knowledge of city operations and functions
- Considerable knowledge with computer, data