Technology & Data Services Coordinator

You are an expert multitasker with a passion for technology and data services. You are ready to step into the spotlight as a Technology & Data Services Coordinator! In this exciting role, you'll be the cornerstone of our dynamic Technology and Data Services team, ensuring everything runs like a well-oiled machine. You'll collaborate closely with the Chief Information Officer and TDS staff, managing contracts, processing payments and expenses, scheduling meetings, and handling time-tracking and travel arrangements. Your exceptional organizational skills will be key as you track project tasks, assist with scheduling, monitor project costs, and manage Statements of Work. Plus, you'll be a communication champion, supporting the team's work order management system. 

If this sounds like you, please read on!

The Technology & Data Services (TDS) Coordinator performs a variety of administrative support tasks for the Technology and Data Services team. Supports the Chief Information Officer and TDS staff with contract management, payment/expense processing, scheduling, meeting support, time-tracking, travel, and document management.  Provides operational support by tracking project tasks including scheduling assistance, project cost tracking, SOW tracking, and other related tasks.  Provides communications support by assisting with the processing of the team’s work order management system.

Provides ongoing support to the Chief Information Officer with various tasks related to the smooth operation of the TDS team.  Assists with the management of the Chief Information Officer’s schedule, coordinating meetings, drafting correspondence, and scheduling travel.  Ensures that correspondence into and out of the Chief Information Officer’s office is processed in a timely and appropriate manner.  Processes and reconciles invoices, payments, or reimbursements promptly and efficiently.  Makes purchases on behalf of the department as needed.

• Supports the Chief Information Officer’s efforts to maintain a fiscally responsible operation by assisting with ongoing financial tasks.  This includes tracking costs against budgets, project cost tracking, assisting with the rolling forecast, annual program of work, and cost center allocations.  
• Assists IT Operations director in tracking and managing budget for technology inventory, including hardware, software, and licenses.
• Supports the Technology and Data Services team by scheduling meetings, assisting with onboarding new staff, development of operational reports, travel and conference registration tasks.  Maintains a shared calendar tracking the team’s availability and work schedules.  Coordinates regularly occurring management calls.  Plans and oversee semi-annual onsite department meetings and events.  Serves as a point of contact for internal and external stakeholders.
• Responsible for creating and maintaining a document management system that ensures that all Technology and Data Services document needs are met.  This includes tracking of new, renewing, and ongoing contracts, software subscription renewals, statements of work and others as needed. Works with the TDS budget and expense code management across operational and capital budgets and timesheets.  Ensures accuracy of staff’s billable time by effectively communicating and maintaining a list of project and maintenance-based timesheet codes.
• Assists the Technology and Data Services team with the processing contracts and works orders, ensuring proper entry into the contract management system, collaborating with all involved parties, and communicating any status updates in a timely manner.  Alerts appropriate staff if work orders become stale, are not closed appropriately, or are approaching termination.
• Provides data-driven insights to the technology leadership team to support decision-making and process improvements.
• Identifies areas for improving the efficiency of department workflows. Collaborates with the technology leadership team to implement enhancements to current processes.
• Works with the Project Management Office on project management tasks as needed. 

Exemplifies the following essential values of the Academy:

• Teamwork: Effective collaboration and team-focus to solve complex problems and drive innovation.
• Empowerment: The authority, information, and skills to make decisions and drive results.
• Accountability: Ownership of process and results that drive decisions and ensure implementation.
• Mindset of Growth/Continuous Learning: Focused on and invested in self and staff development to become more adaptable, making the Academy more agile, innovative, and sustainable.

Travel: 

• None

Required:

Qualifications:

• Bachelor’s degree in communications, business, technology or other relevant focus area OR associate’s degree in communications, business, technology or other relevant focus area AND 3 years of experience in an administrative support role with similar duties.
• 1-2 years in a coordination, reporting, or customer service role, preferably in an IT or technology department.
• Proficiency with contemporary office platforms, including Microsoft Windows and all Microsoft Office applications.  Especially capable at Teams, Excel, Outlook, SharePoint, PowerPoint, and Visio.
• Must be an adaptive learner and comfortable using online tools and systems in a collaborative environment.
• Must be able to manage sensitive or confidential information with discretion.

Desired:

• Excellent written and oral communications skills.
• Excellent organizational and multitasking skills.
• Experience with online collaboration tools such as Microsoft SharePoint, & Teams.
• Experience with information technology best practices, operations, and procedures.
• Experience with reporting tools like PowerBI, Tableau, or Excel PivotTables
• Familiarity with IT support tools and ticketing systems (Azure DevOps, Jira, etc.).

Salary Range: $56,000-$69,000, depending on qualifications and experience.

Join us in shaping AAOS’ success! If this resonates with you, apply today by sharing the following:

-Clearly communicate why you are the ideal candidate for this role, providing specific examples and experiences as proof points.

-Resumes must be accompanied by a cover letter with salary expectations to be considered. 

Please note: 

• This hybrid position is based in Rosemont, Illinois and is open to applicants who are able to commute bi-weekly to this office.

• Applicants must already be authorized to work in the United States on a full-time basis. We are unable to sponsor or take over sponsorship of work visas.

Salary : $56,000 - $69,000