IT Office Manager

Kids for the Future; Vincennes (IN); On-site; USD 40,000 - 65,000; Full time

Job summary

Vincennes University (VU) is seeking an Office Manager for its Information Technology department. This full-time role leads administrative support, serves as main contact for the CIO, and coordinates purchasing and payroll functions to support procure-to-pay processes.

The role requires organization, attention to detail, and experience with enterprise admin systems. Travel to remote campus locations may be required; a valid driver’s license is needed.

Qualifications

• Associate degree and at least two years of relevant admin, office management, purchasing, budgeting, or business operations experience.
• Experience in client or customer-facing roles preferred.
• Experience using enterprise administrative systems for purchasing, budgeting, payroll, inventory, or asset management.

Responsibilities

• Serves as an initial administrative point of contact for phone calls, visitors, and inquiries, routing requests to IT staff.
• Coordinates purchasing, including PO requests and procurement documents for technology equipment/services with IT leadership and university procedures.
• Assists with vendor and renewal lifecycle administration, including vendor records, quotes, renewals, purchasing docs, and invoice follow-up.
• Coordinates budget tracking, invoice processing, reconciliation, and reporting for the IT department.
• Coordinates travel arrangements for the IT department.
• Creates work orders for building-related issues.
• Manages inventory tagging of technology equipment and assists with license records.
• Manages payroll and timekeeping documentation for the IT department.
• Maintains calendars, scheduling, communications for the CIO and IT department.
• Performs other duties as assigned.

Skills

Organizational skills

Communication

Time management

MS Office / Google Workspace

Discretion with confidential data

Driver's license

Education

Associate degree

High school diploma or equivalent

Tools

ERP systems

Job description

• Job Category Full-Time Professional/Support Staff
• Employee Type Professional Staff PS
• Required Degree 2 Year Degree

Description

Office Manager
Information Technology

Vincennes University's Information Technology department is seeking applicants for the Office Manager position. This is a full-time, support staff position with benefits.

Primary Function

The Information Technology (IT) Office Manager serves as the lead administrative support position for the IT Department and as a primary administrative point of contact for the CIO and department. The position performs departmental administrative tasks and serves as the department’s purchasing coordinator, working closely with IT leadership, University purchasing staff, and vendors to support the procure-to-pay process. This position processes invoices related to technology and communications; assists with purchasing, budget tracking, inventory, and asset management; coordinates departmental payroll and timekeeping documentation; and organizes and coordinates office operations and procedures to support departmental effectiveness and efficiency. This position reports to the CIO and supports staff members in the Information Technology department.

Duties/Responsibilities

• Serves as an initial administrative point of contact for phone calls, visitors, and routine departmental inquiries, routing requests to the appropriate IT staff.
• Serves as the departmental purchasing coordinator, including preparation of purchase order requests and related procurement documentation for technology‑related equipment, software, services, and communications needs in coordination with IT leadership and University purchasing procedures.
• Assists with vendor and renewal lifecycle administration, including vendor records, quotes, recurring renewals, purchasing documentation, and invoice follow-up.
• Coordinates budget tracking, invoice processing, reconciliation, and reporting for the IT department.
• Coordinates travel arrangements for the IT department.
• Creates work orders for building‑related issues.
• Coordinates receiving and inventory tagging of technology equipment and assists with departmental inventory and asset records, including software licensing records and related documentation.
• Coordinates departmental payroll and timekeeping documentation and related administrative processes.
• Maintains departmental records and supports calendars, scheduling, meeting coordination, communications, and other administrative needs for the CIO and IT department.
• Performs other duties as assigned.

Required Skills/Abilities

• Strong organizational, planning, communication, and follow‑through skills.
• Ability to manage multiple priorities, meet deadlines, and work with limited supervision in a fast‑paced office environment.
• High level of attention to detail and accuracy in processing data and record maintenance.
• Proficiency with Microsoft Office or Google Workspace, including email, calendars, word processing, and spreadsheets; ability to use spreadsheets to track, reconcile, and organize financial and administrative information.
• Ability to identify and resolve routine discrepancies in administrative records and to escalation issues appropriately.
• Ability to provide professional, courteous service to co‑workers, vendors, students, and members of the University community.
• Ability and willingness to learn and maintain a basic understanding of Vincennes University’s technology standards, purchasing procedures, and related administrative systems.
• Ability to handle confidential departmental, financial, personnel, and operational information with discretion.
• Ability to occasionally lift and/or move computer‑related equipment, such as computers, printers, and switches (up to approximately 20 pounds).
• Occasional travel to remote campus locations and/or other sites for training or conferences may be required. Must possess a valid driver’s license.

Education and Experience

• Associate degree and at least two years of related administrative, office management, purchasing, budgeting, or business operations experience required; or high school diploma or equivalent and at least five years of related experience required.
• Experience in client or customer‑facing roles strongly preferred.
• Experience using enterprise administrative systems for purchasing, budgeting, payroll, inventory, or asset management is desirable.

Summary

Vincennes University (VU) is a premier learning institution widely recognized for its leadership in innovation and the delivery of successful educational experiences. VU develops people and enhances communities through accessible, high‑quality academic programs, strategic partnerships, and active engagement.

Vincennes University is an accredited, equal opportunity / affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, ethnicity, national origin, marital status, religion, sex, gender, sexual orientation, gender identity, disability, age, or veteran status. As required by Title IX of the Education Amendments of 1972 Vincennes University does not discriminate on the basis of sex, including sexual harassment, in its educational programs and activities, including employment and admissions. Questions specific to Title IX may be referred to the College’s Title IX Coordinator or to the US Department of Education Office of Civil Rights.