IT Office Manager

Office Manager
Information Technology

Vincennes University's Information Technology department is seeking applicants for the Office Manager position. This is a full-time, support staff position with benefits.

Primary Function:

The Information Technology (IT) Office Manager serves as the lead administrative support position for the IT Department and as a primary administrative point of contact for the CIO and department. The position performs departmental administrative tasks and serves as the department’s purchasing coordinator, working closely with IT leadership, University purchasing staff, and vendors to support the procure-to-pay process. This position processes invoices related to technology and communications; assists with purchasing, budget tracking, inventory, and asset management; coordinates departmental payroll and timekeeping documentation; and organizes and coordinates office operations and procedures to support departmental effectiveness and efficiency. This position reports to the CIO and supports staff members in the Information Technology department.

Duties/Responsibilities:

•  Serves as an initial administrative point of contact for phone calls, visitors, and routine                     departmental inquiries, routing requests to the appropriate IT staff.

•  Serves as the departmental purchasing coordinator, including preparation of purchase order           requests and related procurement documentation for technology-related equipment, software,       services, and communications needs in coordination with IT leadership and University                     purchasing procedures.

•  Assists with vendor and renewal lifecycle administration, including vendor records, quotes,             recurring renewals, purchasing documentation, and invoice follow-up.

•  Coordinates budget tracking, invoice processing, reconciliation, and reporting for the IT                    department.

•  Coordinates travel arrangements for the IT department.

•  Creates work orders for building-related issues.

•  Coordinates receiving and inventory tagging of technology equipment and assists with                   departmental inventory and asset records, including software licensing records and related             documentation.                       

•  Coordinates departmental payroll and timekeeping documentation and related administrative          processes.

•  Maintains departmental records and supports calendars, scheduling, meeting coordination,             communications, and other administrative needs for the CIO and IT department.

•  Performs other duties as assigned.

Required Skills/Abilities:

•  Strong organizational, planning, communication, and follow-through skills.

•  Ability to manage multiple priorities, meet deadlines, and work with limited supervision in a fast-     paced office environment.

•  High level of attention to detail and accuracy in processing data and record maintenance.

•  Proficiency with Microsoft Office or Google Workspace, including email, calendars, word                 processing, and spreadsheets; ability to use spreadsheets to track, reconcile, and organize             financial and  administrative information.

•  Ability to identify and resolve routine discrepancies in administrative records and to escalate           issues appropriately.

•  Ability to provide professional, courteous service to co-workers, vendors, students, and                   members of the University community.

•  Ability and willingness to learn and maintain a basic understanding of Vincennes University’s         technology standards, purchasing procedures, and related administrative systems.

•  Ability to handle confidential departmental, financial, personnel, and operational information with     discretion.

•  Ability to occasionally lift and/or move computer-related equipment, such as computers,                 printers, and switches (up to approximately 20 pounds).

•  Occasional travel to remote campus locations and/or other sites for training or conferences may      be required. Must possess a valid driver’s license.

Education and Experience:

•  Associate degree and at least two years of related administrative, office management,                     purchasing, budgeting, or business operations experience required; or high school diploma or         equivalent  and at least five years of related experience required.

•  Experience in client or customer-facing roles strongly preferred.

•  Experience using enterprise administrative systems for purchasing, budgeting, payroll,                   inventory, or asset management is desirable.

Interested applicants should submit an application, cover letter, resume/cv, and full contact information for three professional references.