Software Asset Manager

Software Asset Manager

The Software Asset Manager is responsible for overseeing the entire lifecycle of software applications and processes across the district. This includes intake requests, evaluation, procurement, licensing and subscription monitoring, compliance, and contract renewal management. This role ensures that the district's software portfolio is cost-effective, secure, compliant, and aligned with instructional, operational, and strategic goals. This role is responsible for ensuring the district is in compliance with state and federal data privacy regulations for student and staff data. This role also serves as the central point of coordination with business stakeholders, IT, procurement, finance, security, legal, vendors, and data teams. The Software Asset Manager coordinates with multiple business personas in highly cross-functional processes and procedures that includes, but not limited to, Information Technology, Information Security, curriculum, finance, legal/compliance officers, and school leaders to ensure all software used in the district is compliant to improve visibility into software usage, redundancy, and support data-informed decision making. This role will be an essential part of the drafting and executing of data sharing agreements and will support the integration of digital workflows, including platform-based software and inventory management systems. This role will be responsible for maintaining the back-end database to support a customer-facing catalog of approved software. This role will assist in leading a software steering committee composed of highly cross-functional business partners to review and monitor intake queues, provide situational awareness on any blockers or concerns and manage as well as monitor ADA exceptions for software that require annual review.

Essential Functions

20% Software Intake & Demand Management, this function includes:

• Manage centralized intake process for all new software requests
• Review submissions for completeness, instructional alignment, and duplication
• Coordinate cross-functional evaluation workflows (IT, security, curriculum, data privacy, deployment, and integration – data extracts and single sign on)
• Track request volume, status, cycle times, and approval outcomes
• Maintain standardized intake criteria and documentation requirements
• Facilitate prioritization of requests based on district needs and risk levels

20% Software Evaluation, Risk & Approval Management, this function includes:

• Lead structured evaluation of digital tools across instructional, operational, and technical criteria
• Coordinate risk assessments (security, privacy, accessibility, interoperability)
• Support and facilitate a cross-functional Software Steering Committee
• Surface risks, blockers, and exceptions to committee members
• Manage and maintain records around ADA accessibility exception reviews and annual reassessments
• Ensure alignment with district technology standards and policies

20% Licensing, Contracts & Vendor Management, this function includes:

• Maintain centralized inventory of licenses, agreements, subscriptions, contracts, and vendors
• Track and provide reporting on contract terms, start/end dates, and renewal conditions
• Manage renewal calendar and proactively flag upcoming decisions
• Coordinate stakeholder-based renewal reviews using usage and cost data
• Support vendor negotiations and procurement processes
• Ensure compliance with licensing terms and usage rights

10% Software Inventory, Asset Tracking & Financial Management, this function includes:

• Help define and maintain approved software lists, restricted software lists, and retired software records supporting a user-facing software catalog
• Track license counts, allocations, and entitlements
• Monitor software spend across schools, departments, and funding sources
• Identify cost-saving opportunities (i.e., consolidation, elimination of redundancy, etc.)
• Maintain the backend data to ensure data accuracy, completeness, and reporting consistency

10% Data Privacy, Security & Compliance Management, this function includes:

• Ensure compliance with state and federal student/staff data privacy regulations
• Ensure adherence to accessibility standards (Title II, WCAG) and monitor for regulatory updates
• Coordinate drafting and execution of Data Sharing Agreements (DSAs)
• Maintain repository of vendor compliance documentation and audit artifacts
• Work with IT security and legal teams on risk mitigation strategies
• Assist with internal controls, audit preparation, and policy compliance
• Identify and track unauthorized or non-approved applications

10% Usage Analytics & Performance Optimization, this function includes:

• Analyze software usage metrics (logins, active users, license utilization)
• Support annual budgeting and forecasting for software and subscription costs
• Identify underutilized or unused applications and recommend action
• Evaluate software effectiveness in collaboration with IT and instructional teams
• Connect usage trends to instructional and operational strategies and outcomes where possible
• Develop and deliver dashboards and reports to support data-driven decisions
• Inform renewal, consolidation, and acquisition strategies

10% Stakeholder Engagement & Process Enablement, this function includes:

• Serve as liaison between leadership, schools, departments, IT, procurement, finance, security, legal, business teams, and vendors
• Support development and enforcement of software processes, policies, and procedures
• Provide guidance on approved tools and procurement pathways
• Deliver training and communication on software lifecycle including approval and exception processes and procedures
• Support ServiceNow (or equivalent) software lifecycle workflow development and cross-functional integration (e.g., integration with financial system for procurement automation)
• Ensure transparency and visibility into the district's software portfolio
• Promote consistent processes to reduce risk, redundancy, and inefficiency

Other functions may perform related duties consistent with the scope and intent of the position.

Relevant competencies:

Organizing: Efficiently marshals resources and manages multiple activities to achieve goals. Prioritizes tasks, prepares materials, and navigates formal/informal systems to get things done.

Functional/Technical Skills: Applies deep knowledge of digital tools, licensing, and compliance. Stays current, applies expertise to solve problems, and shares knowledge with others.

Accountability: Takes ownership for delivering high-quality, timely, and compliant results. Aligns actions with district goals, accepts responsibility, and holds others accountable.

District-wide core competencies:

Collaboration: Develops cooperation and teamwork while participating in a group, working toward solutions which generally benefit all involved parties.

• Is seen as a team player who encourages efficient and effective collaborations.
• Works skillfully in difficult situations with both internal and external groups.
• Represents his/her own interests while being open-minded to other groups.
• Builds respectful and productive relationships internally and externally.

Getting Results (Action Oriented): Performs work with energy and drive; values planning, but will take quick, decisive action when an opportunity presents itself.

• Demonstrates a strong sense of urgency about solving problems and getting work done.
• Focuses on achieving the goal even in the face of obstacles.
• Assumes responsibility for starting and finishing work with minimal supervision.
• Strives for new levels of performance.

Decision Quality & Problem Solving: Uses analysis, wisdom, experience and logical methods to make good decisions and solve difficult problems with effective solutions; appropriately incorporates multiple inputs to establish shared ownership and effective action.

• Weighs the consequences of options before making a decision.
• Applies appropriate criteria to situations for the purpose of making decisions.
• Displays self-confidence in own judgment.
• Focuses on the facts and solutions instead of opinions and problems.

Integrity: Is widely trusted; is seen as a direct, truthful individual; presents truthful information in an appropriate and helpful manner; keeps confidences; admits mistakes; doesn't misrepresent him/herself for personal gain.

• Deals with people and situations in an honest and forthright manner.
• Represents information and data accurately and completely.
• Represents the confidentiality of information and concerns shared by others.
• Takes ownership if a mistake is their own and does not blame others.