IT Administrative Coordinator

Full job description

University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey.

Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn’s distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America’s Best Large Employers in 2023.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

Posted Job Title

IT Administrative Coordinator

Job Profile Title

Administrative Coordinator

Job Description Summary

The IT Services department is seeking a motivated individual with strong customer service skills and an affinity for technology to join the Penn Nursing team as an administrative coordinator. Located at the front desk, this position provides professional front line customer service and administrative coordination for the Information Technology Services (ITS) and Building Operations departments, which share an office suite.

The admin coordinator will coordinate intake of people and issues needing assistance from IT or Facilities, as well as assist with issue tracking and follow-up. Develop and maintain systems to ensure efficient management of all IT and Ops contracts, license agreements, purchasing, and invoicing. Coordinate all PO creation and purchasing for ITS and Operations. Monitor and track budget and expenditures. Coordinate web content updates for the public-facing site, as well as the two departmental SharePoint sites and keep knowledgebase documentation up to date. Provide administrative support for the department, including coordinating technology rollouts and events, conference room scheduling, supply ordering, and some calendar management for the Sr Leadership Team. Serve as an initial point of contact for visitors to the ITS/Ops office. Provide basic support for common IT or facility issues, and escalate to the Service Desk or higher tiers as necessary.
Work Location Information: This position is eligible for hybrid work. It is located on campus 4 days/week and remote 1 day/week.

Job Description

Job Responsibilities

Coordinate administrative operations requiring initiative and sound judgment for the ITS and Operations dept.; develop and maintain systems to ensure efficient management of all contracts, license agreements, purchasing, and invoicing; monitor and track budget and expenditures. Coordinate web content updates; conduct follow-up on special projects in support of departmental goals and priorities.

• Develop and maintain systems to ensure efficient administrative operations including all contracts and license agreements to ensure timely renewal and compliance.
• Coordinate purchasing for the depts. serving as an efficient resource steward of dept. funds; maintain inventory, order supplies and equipment using current University systems to prepare and track purchase requisitions and to ensure timely invoice payment.
• Monitor and review ITS & Ops operating budget expenditures; serve as liaison between departments to re-classify expenditures as appropriate; reconcile accounts, investigate and resolve discrepancies working in liaison with the business office and dept. leadership team; assist in the budgeting process.
• Coordinate and maintain the web content integrity for the ITS & Ops websites working in collaboration with the team.
• Coordinate follow-up on a wide range of special projects to support department goals and priorities; assist the CIO in the development of templates, flow charts and presentations; prepare project proposals, timeframes and budgets; assist with the creation of project documentation, plans and reports; monitor and track progress on dept. projects.
• Maintain current knowledge of School and University structure and operations in order to provide a high level of solution-driven problem solving.
• Facilitate efficient office workflow to enhance productivity

Provide administrative support for the department; coordinate technology rollouts and compose correspondence; coordinate events, manage scheduling, meeting preparation, and materials for the senior leadership team; assist with writing and maintaining help documentation; serve as an initial point of contact for visitors to the ITS/Ops office suite; greet and respond to all in a friendly and professional manner.

•  
• staff, corresponding with them to plan for the upgrading of their computer.
• Coordinate and support all departmental meetings and event planning; includes all logistics, materials and staffing of meetings as needed; conduct follow-up to ensure thorough and timely meeting plan implementation, room reservations and setup; handle calendar invites, attendance tracking; draft, finalize and distribute meeting agendas, minutes and materials as needed.
• Manage some meeting scheduling and preparation for the Sr. Leadership Team
• Assist with writing and maintaining help documentation
• Coordinate travel plans as needed; process expense reimbursements and reconcile credit card expenditures.
• Serve as an initial point of contacts for visitors to the ITS/ops office; greet and respond to all customers and visitors in a friendly and professional manner; triage departmental phone calls and take accurate and complete messages.
• Develop and maintain electronic and hard copy department filing and ticket systems to ensure efficient follow-up.