IT Business Management Specialist

Overview

This position will assist in the management of hardware, software and licensing. Additionally they will work to ensure all procedures are followed in the purchasing of hardware, software and licenses. The person in this position will analyze system data, prepare purchase orders, solicit bid proposals and review requisitions. This position will ensure all IT purchases are completed in a timely manner, in compliance with current Partnership HealthPlan of California (PHC) purchasing and contracting policies, and in alignment with IT and PHC strategic plan. This position will also work with the Chief Information Officer (CIO) and/or designee in the review of licensing for all hardware and software projects. A key goal when working with

representatives from across the organization will be to assist in the development of an approved and evolving multi-year IT projects roadmap that aligns with IT and PHC strategic plan, department capabilities and goals.

Responsibilities

IT Project Portfolio Management

• Review software requests to determine if functionality is already available and that they are aligned with IT Department’s strategic plan.
• Annually review PHC’s software portfolio ensuring that it is alignment with IT and PHC strategic plan.
• Assist CIO in the review of project budgets for completeness, reasonableness to ensure all anticipated costs are included in the annual budget.
• Assist CIO in the development of the annual budgets.
• Review IT governance policies related to data management, software, hardware usage, etc. to ensure that the policies are up-to-date and understood by all employees.
• Work with CIO or delegate to ensure governance of data, software, testing and other practices are being followed and reviewed for improvement.
• Assist in the development and implementation of an annual security plan.
• Assist in the development of a Security SharePoint site that aligns with security policies and HHS guidelines.
• Review and ensure documentation is maintained according to security policies and HHS guideline.
  
  

Software/Hardware Contracts and Licensing

• Participate with the Chief Information Officer (CIO) and/or designee in the development and negotiation of new software and hardware contracts.
• Under the supervision of the Chief Information Officer (CIO) and/or the Director IT Operations (Ops), assist in the review and negotiation of licensing for all hardware and software.
• Work with vendor, CIO and/or Director of IT Ops to ensure software and hardware licenses are up-to-date in the most cost efficient manner while meeting the needs of the organization.
• Annually review and evaluate current software, hardware and consulting contracts for accuracy, potential adjustments and determine if they are meeting the current and future needs of the organization.
• Review invoices to ensure that they are in compliance with the existing contract(s) and are accurate.
  
  

Purchasing

• Assist in IT purchasing to ensure all IT purchases are completed in accordance with current PHC purchasing, accounting, contracting and IT policies.
• Oversee and review all purchase order requests, ensuring that the documentation is complete, and submitted for approval in a timely manner.
• Review contract request submissions to Non-Provider Contracting for approval. Ensure that the documentation is complete, including Business Associate Agreement (BAA), Nondisclosure Agreement (NDA), Master Service Agreement (MSA), Scope of Work (SOW) and required budget information, and submitted in a timely manner for approval.
• Participate in contract discussions and negotiations with vendor, Non-Provider Contracting, legal, requestors and others.
• Ensure all hardware and software requests are reviewed and submitted for approval in a timely manner.
• Work with the requestor, accounting, Non-Provider Contracting and others to resolve any issues with purchase order and contract request.
  
  

Asset Tracking

• Collaborate with Facilities to ensure all IT hardware is being tracked in accordance with policy FIN 203 - Fixed Asset Inventory (FAI) Policies.
• Develop and oversee hardware and software inventory system for all other IT assets not tracked in the FAI system.
  
  

Infrastructure

• Collaborate with Non-Provider Contracting to ensure all hardware, and software maintenance agreements are being tracked.
• Ensure costs are aligned with capital and operating expenditure budgets.
  
  

Audit/Analysis

• Provide support to Finance, Compliance and other departments for both internal and external audit requests or informational needs.
• Prepare and monitor budget forecast for the IT hardware, software, project, consulting, and capital budgets. Report any anticipated overages to the CIO. Make recommendations to the CIO to eliminate or mitigate any overages.
• Other duties as assigned.
  
  

Qualifications

Education and Experience

Bachelor's degree preferred, 2 years preparing invoices and other

financial information. 2 years working with IT contracts and

inventory management.

Special Skills, Licenses and Certifications

PMP Certification or equivalent experience is a plus. Valid California driver’s license and proof of current automobile insurance compliant with PHC policy are required to operate a vehicle and travel for

company business.

Performance Based Competencies

Excellent verbal and written communication skills, Excellent critical thinking and problem solving skills, Excellent soft-skills greatly preferred, e.g. adaptability, emotional intelligence, perseverance, active listening, Mindfulness Effective negotiating, consulting & coaching skills, Prior experience leading diverse and collaborative relationships

across multiple teams, Must demonstrate strong analytical, reasoning and problem solving skills.

Work Environment And Physical Demands

Ability to use a computer keyboard. More than 90% of work time is spent in front of a computer monitor. When required, ability to move, carry, or lift reports, manuals, stocking of supplies, weighing up to 50 lbs. Position includes frequent, repetitive motion including computer typing, sitting/standing for most of the day.

All HealthPlan employees are expected to:

• Provide the highest possible level of service to clients;
• Promote teamwork and cooperative effort among employees;
• Maintain safe practices; and
• Abide by the HealthPlan’s policies and procedures, as they may from time to time be updated.
  
  

HIRING RANGE:

$93,690.86 - $117,113.58

IMPORTANT DISCLAIMER NOTICE

The job duties, elements, responsibilities, skills, functions, experience, educational factors and the requirements and conditions listed in this job description are representative only and not exhaustive or definitive of the tasks that an employee may be required to perform. The employer reserves the right to revise this job description at any time and to require employees to perform other tasks as circumstances or conditions of its business, competitive considerations, or work environment change.