Department Coordinator, IT Administration, Finance, & Planning Department (2 Positions) - Fashion Institute of Technology - Fashion Institute of Technology : Job Details

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 here.

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.

Additional Information:

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

Salary

Salary: $66,313.10 - $71,066.01 per year; commensurate with experience and qualifications.

The UCE-FIT Collective Bargaining Agreement (CBA) dictates the compensation, benefits, and conditions of employment. Hiring Salary: $66,313 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) ###-#### or via email at [email protected].

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 ###.####, [email protected].

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: