Department Coordinator, IT Administration, Finance, & Planning Department (2 Positions)

Job Description

The IT Department Coordinator will provide a broad range of administrative support for the Division of Information Technology by assisting IT managers and supervisors in managing and maintaining day-to day operations of assigned IT unit(s).

The incumbent will be responsible for a multitude of administrative activities concurrently with diverse duties that require independent judgment, which may include following up on outstanding issues, calendar management, record keeping, time and attendance approvals, information compilation, research assistance, report and documentation preparation and planning, project support, arranging agendas and taking minutes for meetings, conferences, and presentations, budget planning, procurement processing, and supervision of student workers.

Responsibilities & Essential Functions :

Operations & Operational Planning Support the Division in project planning, reporting and administrative activities.Provide comprehensive administrative support for assigned IT leadership.

Follow up on outstanding issues with internal and external parties on behalf of the managers.Provide administrative support for the Division related to Finance Enterprise workflow tasks and maintaining budget and project logs.

Manage purchase requisitions throughout the approval workflow.Manage IT divisional unit purchases.Monitor IT divisional unit expenses within budget constraints.

Ensure invoices are processed and tracked against budgets.Track the accrual and encumbrance process for assigned units.Manage on-line IT unit time and attendance submittals, as well as proxy approvals.

Perform backup duties when other equivalent staff members are absent.Hire (and terminate) student monitors and / or aides.

Execute independent judgment where needed.

Environment & Maintenance Oversee office equipment to keep it in good working condition, working with the vendor for repairs.

Track status of work orders, maintenance requests, key orders, etc.Create IT help desk tickets as needed.Order supplies.Maintain IT divisional unit budget information in the required systems.

Maintain (and use) the contract database to manage contract renewals.Maintain the time and attendance database and any required logs and documentation in assigned units.

• Supervision Supervise and / or coach student monitors and / or aides within various IT units as assigned.
• Communication, Coordination & Collaboration Manage all incoming phone, email and mail communications to the unit and advise when appropriate.

Act as communications liaison for the Division with FIT administrative offices on behalf of the unit and / or division as directed.

Coordinate with internal clients (VIPs and stakeholders) and external vendors and suppliers as needed to ensure timely processing of invoices that are based on complete and accurate quotes.

Collaborate closely with divisional staff on purchasing equipment and supplies.Coordinate for maintenance and other facility issues impacting the Division.

Coordinate calendars and meetings as assigned.

Information and Documentation Compile retrieved information, research and data using independent judgment for use in data entry and documentation.

Perform data entry, create documentation, and compose communications as needed, requested or assigned.Respond to budget inquiries and provide research and information when needed.

Prepare emergency or request-based forms whenever needed. Maintain as directed any necessary records, documents, or files (assign folders, file documents, organize) whether digital or paper archives.

• Assistance Assist your unit supervisor as needed, other IT unit managers and the IT Finance unit annually, monthly, and / or as needed with the budget workflow cycle, and project managers with maintaining project logs.
• Initiatives, Programs and Projects Listed tasks are not all-inclusive, other tasks and special projects, appropriate for your CBA schedule, added as needed.
• Training Train student monitors and / or aides and orient new divisional staff.
• The preceding description is not designed to be a complete list of all duties and responsibilities required of the position;

other duties may be assigned consistent with the classification of the position. For detailed tasks and work instructions, click .

Requirements :

Minimum Qualifications :

• Bachelor's degree required.
• 2-4 years of appropriate business experience.

Preferred Qualifications :

Experience in an academic setting preferred.

Knowledge, Skills, & Abilities :

• Proficient in Microsoft Office Suite (Word, Excel, and Powerpoint) and Google applications, including Drive, Docs, Sheets, Calendar, etc.
• Strong organizational skills and experience with organizing or contributing to the implementation of office procedures.
• Customer-oriented with strong interpersonal skills.
• Self-starter with the ability to work both independently and in a team environment.
• Ability to maintain a high degree of confidentiality and discretion.
• Detail oriented and a critical thinker, with the ability to conduct research.
• Proficient in mathematical equations and calculations.
13 days ago