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Department Coordinator, IT Administration, Budget, and Procurement (2 Positions)

Fashion Institute of Technology

New York, NY

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JOB DETAILS
SALARY
$70,522.32–$75,576.93 Per Year
SKILLS
Administrative Skills, Analysis Skills, Billing, Budget Management, Budgeting, Calendar Management, Coaching, Collective Bargaining, Compensation and Benefits, Conferences, Contract Processing, Customer Relations, Data Entry, Dental Insurance, Detail Oriented, Documentation, Documentation Plan, Editing, Employee Benefits, Employee Orientation, Employee Terminations, Equal Employment Opportunity (EEO), Expense Management, Facilities and Maintenance, Finance, Financial Management, Financial Systems, Flexible Spending Accounts, Futures, Google Apps, Health Plan, Help Desk, Information Systems/Technology IS/IT Administration, Information Technology & Information Systems, Interpersonal Skills, Management of Information Systems/Technology (MIS), Mathematics, Meeting Minutes, Microsoft Excel, Microsoft Office, Microsoft PowerPoint, Microsoft Word, Office Equipment, Operational Support, Order Processing, Order Supplies, Organizational Skills, People Management, Prepare Correspondence, Problem Solving Skills, Procedure Implementation, Procurement Planning, Project/Program Management, Purchase Orders, Purchasing/Procurement, Quality Management, Record Keeping, Research Skills, Retirement Plan, Spreadsheets, Technical Leadership, Technical Support, Time Management
LOCATION
New York, NY
POSTED
Today
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 coordinating day-to day operations of the IT unit(s), while maintaining a high degree of professionalism. The incumbent will be responsible for a multitude of administrative activities concurrently with diverse duties that require independent judgment and initiative, 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, arranging agendas and taking notes/minutes for meetings, conferences, and presentations, budget planning support, procurement processing, project support, and supervision of student workers.

Responsibilities & Essential Functions:
  • Administrative & Operational Support
    • Provide comprehensive administrative support for the IT Division and IT leadership (includes core administration and documentation responsibilities, i.e. calendaring and meeting scheduling, tracking and reporting, preparing emails and correspondence, creating and maintaining documents and spreadsheets).
    • Manage all incoming phone, email, and mail communications to the unit and advise when appropriate.
    • Coordinate calendars and schedule meetings as assigned (including coordinating with multiple teams across the college and external partners/collaborators).
    • Maintain the time and attendance database and any required logs and documentation in assigned units.
    • Track and approve online time and attendance submittals, as proxy approver on behalf of supervisors.
    • Follow up on outstanding issues with internal and external parties on behalf of the managers.
    • Prepare emergency or request-based forms whenever needed. Maintain as directed any necessary digital or physical records, documents, or files (assign folders, file documents, organize).
    • Assist unit supervisors 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.
    • Compile, research, and analyze information, while performing data entry, creating documentation, and composing communications as needed or assigned.
    • Act as communications liaison for the Division with FIT administrative offices on behalf of the unit and/or division as directed.
    • Perform backup duties when other equivalent staff members are absent.
    • Create IT help desk tickets as needed.
    • Orient new divisional staff.
    • Execute independent judgment where needed.
  • Budget & Procurement Support
    • Provide administrative support for the Division related to the workflow tasks for the enterprise finance and contract systems and maintain budget and project logs.
    • Collaborate closely with divisional managers and staff on purchasing equipment and supplies.
    • Coordinate with internal clients (VIPs and stakeholders) and external vendors and suppliers as needed to ensure timely processing of orders and invoices that are based on complete and accurate quotes.
    • Process, track, and follow up on IT divisional unit purchases.
    • Prepare, track, and resolve issues with purchase requisitions throughout the approval workflow process.
    • Ensure invoices are processed and tracked against budgets.
    • Maintain IT divisional unit budget information in the required systems.
    • Maintain and use the contract database to process contract renewals.
    • Assist IT managers and Finance team in managing divisional unit expenses within budget constraints.
    • Respond to budget inquiries and provide research and information when needed.
  • Environment & Maintenance
    • Coordinate and track maintenance, facility issues, and related requests (including work orders and key orders) impacting the Division.
    • Oversee office equipment to keep it in good working condition, working with the vendors for repairs.
    • Order general office supplies.
  • Supervision
    • Hire and terminate student workers.
    • Supervise and train/coach student workers within various IT units as assigned.
  • Initiatives, Programs and Projects Support
    • Listed tasks are not all-inclusive, other tasks and special projects, appropriate for your CBA schedule, added as needed.
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.

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 Google applications, including Drive, Docs, Sheets, Calendar, etc. and Microsoft Office Suite (Word, Excel, and Powerpoint).
  • 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 document creation and editing.
  • Proficient in mathematical equations and calculations.
Additional Information:

All offers of employment are contingent upon successful completion of the criminal background and education and experience verification process.

Salary

Salary: $70,522.32 - $75,576.93 per year; commensurate with experience and qualifications.

The UCE-FIT Collective Bargaining Agreement (CBA) dictates the compensation, benefits, and conditions of employment. Hiring Salary: $70,522.32 per year with step increments per Salary Schedule 92, after one year of service and annually thereafter.

Work Schedule

Days/Hours: M-F, 9am-5pm, in person; work schedule subject to change based on needs of the department.

Benefits

The Fashion Institute of Technology (FIT) provides comprehensive employee benefit programs designed to help keep our faculty and staff and their families healthy, safe, happy, and productive. Our programs also include a variety of components to help our employees improve the quality and balance of their work and family lives, and to help them prepare for their futures.
  • Retirement Plans
  • Health Care Plan and Dental Plan
  • Employee Assistance Program
  • Flexible Spending Account
  • Commuter Benefit Plan
  • FIT Tuition Exemption Program
  • Paid Time Off (Vacation, Personal, Sick and Holidays)
  • 4-day Summer Workweek
  • Qualifying Employer for the Public Service Loan Forgiveness (PSLF) Program
For a full list of FIT benefits, visit our benefits webpage.

Pay Equity by State Employers

Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor's Office of Employee Relations at (518) 474-6988 or via email at info@goer.ny.gov.

Visa Sponsorship

This position is not eligible for visa sponsorship by the Fashion Institute of Technology.

Equal Employment Opportunity (EEO) Statement

FIT is firmly committed to creating an environment that will attract and retain people of diverse racial and cultural backgrounds. By providing a learning and working environment that encourages, utilizes, respects, and appreciates the full expression of every individual's ability, the FIT community fosters its mission and grows because of its rich, pluralistic experience. FIT is committed to prohibiting discrimination, whether based on race, color, national origin, sex, gender, gender identity, religion, ethnic background, age, disability, marital status, sexual orientation, military service status, genetic information, pregnancy, familial status, citizenship status (except as required to comply with law), or any other criterion prohibited by applicable federal, state, or local laws. FIT is committed to providing equal opportunity in employment, including the opportunity for upward mobility for all qualified individuals. Applications from minorities, women, veterans, and persons with disabilities are encouraged. Inquiries regarding FIT's non-discrimination policies may be directed to the Chief Diversity Officer/Title IX Coordinator, 212 217.3360, titleix@fitnyc.edu.

Annual Security Report

The safety and well-being of FIT's students, faculty, staff, and visitors is of paramount importance. Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act, FIT publishes an annual report containing crime statistics and statements of security policy, accessible here: Safety Statistics. A paper copy of the report will be provided upon request by contacting Public Safety's administrative office number at (212) 217-4999.

Physical Requirements Work Environment

The physical requirement for this position will require frequent sitting, occasional standing, occasional bending, occasional walking, and occasional lifting 10 lbs. or less. The working conditions for this position will be on campus primarily in an office environment.

Application Instructions:

In order to be considered for the position, you must submit the following documents online:
  • Resume
  • Cover letter
  • Unofficial transcript
  • A list of three references with telephone numbers and email addresses

Returning Applicants - Login to your FITNYC Careers Account to check your submitted application materials.

Review of applications will begin immediately until the position is filled.

Please note that due to the volume of applications, we will not be able to contact each applicant individually.

Additional information about the Fashion Institute of Technology can be found at:

About the Company

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Fashion Institute of Technology

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