Information Technology Operations Specialist

JOB SUMMARY

The Information Technology (IT) Operations Specialist provides high-level operational support to the Chief Technology Officer (CTO) and IT Project Manager. This role is pivotal in ensuring smooth operations within the IT department by coordinating communications, facilitating procurement processes, assisting with contract and project management, and managing email and calendars.

ORGANIZATIONAL RELATIONSHIPS

Reports to: Chief Technology Officer

Supervisory Responsibility: N/A

Indirect Supervisory Responsibility: N/A

ESSENTIAL DUTIES - May include, but is not limited to the following:

Key Responsibilities:

1. Procurement and Contract Management:

• Assist with processing purchase orders, vendor communications, and tracking budgets for IT-related expenditures.
• Support the CTO in maintaining records of vendor contracts, ensuring timely renewals and compliance with terms.
• Collaborate with the finance and procurement teams to streamline purchasing workflows.

2. IT Project Support:

• Coordinate and manage the calendar for the IT Project Manager, scheduling project meetings and tracking deadlines.
• Maintain and distribute project communication materials, such as timelines, updates, and meeting notes.
• Assist in monitoring project milestones and deliverables.

3. Administrative Operations:

• Organize and maintain IT department files and records.
• Prepare reports, presentations, and other documents as requested by IT leadership.
• Manage office supplies, tools, and resources for the IT team.

4. Executive Support:

• Manage and organize the CTOs email inbox and calendar, ensuring timely responses and prioritization of tasks.
• Schedule meetings, prepare agendas, and coordinate logistics for internal and external meetings.
• Act as a point of contact for the CTO, handling correspondence and managing inquiries.

5. Communication Facilitation:

• Act as a liaison between IT leadership and other departments, ensuring clear and efficient communication.
Coordinate team events, training sessions, and department-wide communications.

ADDITIONAL/NON-ESSENTIAL DUTIES

N/A

All remaining duties are considered "nonessential" within the context of the ADA, which means that the function could be reassigned to another employee in order to allow a disabled individual to hold the position. Alternatively, the manager could try to provide a reasonable accommodation so that the disabled individual could perform the function.

LOCATION

Remote (working from home/off-site)

EDUCATION

Required Education:

High School/GED

Preferred Education:

Bachelor's degree in business administration, IT or other related field.

LICENSES/CERTIFICATIONS

N/A

EXPERIENCE

Required:

Minimum of 2-3 years in an operations, coordination, or executive assistant role, preferably within an IT or technical environment.

Preferred:

Familiarity with procurement, contract management, or project coordination is a plus.

KNOWLEDGE, SKILLS, AND ABILITIES

Required:

Technical Skills:

• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and project management tools (e.g., Asana, Trello, or Microsoft Project).
• Knowledge of IT terminology and processes is an advantage.

Soft Skills:

• Excellent organizational and time-management skills.
• Strong written and verbal communication abilities.
• Attention to detail and problem-solving skills.
• Ability to maintain confidentiality and work with sensitive information.

WORK ENVIRONMENT

All employees are responsible for maintaining an environment that is free from discrimination, intimidation, harassment, including sexual harassment.

• This position is considered non-essential for the purposes of Emergency Response.

Physical Requirements:

Must be able to sit and use a computer for extended periods of time.

Travel:

No

Schedule:

Mon-Fri 8:00am-4:30pm

TRAINING

All new hires and employees transferring into a new position will have a 90-day probationary period within which to learn the functions of the job and to be evaluated. Following the probationary period, the employee can transition to regular status, have the probationary period extended in order to receive more training, or employment can be terminated. Required compliance training is as follows:

N/A

SAFETY

• SEU promotes a safe working environment. Employees are responsible for completing assigned tasks safely and efficiently, and supervisors are responsible for creating and maintaining a safe work environment.
• Employees must report any unsafe work conditions or practices, as well as any near-miss incidents, to their supervisor and Risk Management.
• Work-related injuries must be immediately reported to Security and Human Resources. When life or limb are at risk, please dial 911. Supervisors and employees should ensure that injury/accident reports are submitted to the Office of Human Resources within 24 hours of the incident.
Emergency Employees report for or must remain at work in emergency situations. Dismissal or closure announcements do not apply to this position, unless instructed otherwise by your direct supervisor or a member of the Leadership Team.

SCREENING

All full-time positions at SEU are deemed security-sensitive and require background checks. Employees required to drive their own personal vehicle, a rental car or an SEU vehicle in performance of their duties must pass an MVR records check and meet the requirements of the Universitys insurance carrier in order to meet the requirements of the position.

DISCLAIMER

SEU is an at-will employer. This job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change. The employer retains the right to change or assign other duties to this position.

The employee must be able to perform the essential functions of the position satisfactorily and, if requested, reasonable accommodations will be made to enable employees with disabilities to perform the essential functions of their job, absent undue hardship.

SEU is committed to providing a workplace that is free from unlawful discrimination and harassment. All forms of discrimination against or harassment of a person because of his or her identification within a protected category are strictly prohibited and will not be tolerated. This prohibition applies equally to conduct by and against employees, vendors, visitors, and students.

Southeastern University is committed to equal opportunity in employment and education and does not discriminate on the basis of race, color, sex (including pregnancy), parental status, national origin, age, disability, genetic information (including family medical history), political affiliation, military service, or other non-merit-based factors. The equal opportunity policy will apply in University programs and activities, and all aspects of employment, including but not limited to recruiting, hiring, placement, transfer, training, promotion, rates of pay, and other compensation, termination and all other terms, conditions and privileges of employment. All employees of Southeastern University, by continued employment, agree to abide by the policies contained in the Employee Handbook and in the SEU Mission, Vision, Statement of Faith and Community Covenant.