Senior Software Asset Management Specialist

Broad's researchers use their expertise in creating, adapting, and applying a variety of technologies to enable science at the Institute and beyond. Biomedical research requires access to an array of technologies - and to people with the knowledge of how to use them in creative ways - in order to tackle complex problems.

Technology plays a vital role in the scientific and administrative work accomplished by every Broadie. The Institute is a complex, decentralized digital environment with over 70 petabytes of storage across a variety of centralized and local groups using on prem and cloud, and utilizing over 160 million hours of compute per year.

About the Role

We are seeking a detail-oriented Sr. Software Asset Management Specialist to oversee the lifecycle of software assets within our organization. The ideal candidate can work independently and manage all the software licensing within BITS while prioritizing optimization to ensure cost-effectiveness. This role involves working closely with IT, procurement and finance to maintain an accurate inventory of the Broads software assets. Along with asset management this role will also be responsible for charging back for services provided to Broadies and our external partners. The three primary areas that we recover costs on include Data Storage, Virtual Machines, and High Performance Compute (HPC). This will require gathering usage data from various sources, creating billing reports, and loading data into our Enterprise System (SAP). The Sr. Software Asset Management Specialist will also need to prepare annual quotes for the services and ensure that funding is approved to pay for the services. The ideal candidate will have experience in accounting, billing, and ERPs.

Key Responsibilities

Software Asset Management (SAM)

• Track, manage, and optimize the organization's software licenses, entitlements, and agreements.
• Manage software renewals, expirations, and contract negotiations with vendors.
• Collaborate with procurement and IT teams to acquire software efficiently and cost-effectively.
• Maintain relationships with software vendors, negotiate contracts, and ensure alignment with business needs.
• Evaluate and recommend cost-saving strategies for software renewals such as license reallocation, consolidation, or termination.
• Analyze software usage data to identify underutilized licenses and opportunities for cost reduction.
• Collaborate with internal departments such as purchasing, finance, IT and others to direct bill software licenses.
• Maintain current and accurate documentation related to SAM process and procedures as well as user guides.
• Ensure the Broad remains compliant with its established contractual requirements and provide reports related to license usage and cost.

IT Billing and Chargeback

• Create ad hoc and annual quotes/budgets based on historical data and future trends
• Ability to consolidate data from various sources (Google Sheets, Microsoft Excel & SAP)
• Maintain monthly billing records and reconcile on an as needed basis.
• Ability to communicate our billing rates and structure to customers and internal partners
• Other duties related to IT finances as assigned

Required Qualifications & Skills: