IT Office Manager

Vincennes University; Vincennes (IN); On-site; USD 45,000 - 65,000; Full time

Benefits offered by this job

Full benefits

Job summary

Vincennes University’s Information Technology department seeks an Office Manager to lead administrative support for the IT team and to serve as the purchasing coordinator. The role handles invoices, budgeting, payroll coordination, and asset management to streamline the procure-to-pay process.

The position operates under the CIO, with responsibilities spanning vendor coordination, payroll documentation, and maintaining department records. Strong organizational skills and discretion are essential.

Qualifications

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

Responsibilities

• Serve as the initial administrative contact for phone calls, visitors, and routine inquiries, routing requests to IT staff.
• Coordinate purchasing processes, including purchase orders and procurement documentation for technology needs in line with university procedures.
• Assist with vendor/renewal lifecycle administration, quotes, renewals, and invoice follow-up.
• Coordinate budgeting, invoice processing, reconciliation, and reporting for the IT department.
• Schedule travel arrangements and manage office operations supporting CIO and IT staff.

Skills

Organizational skills

Communication

Multitasking

Data accuracy

MS Office / G Suite

Customer service

Education

Associate degree

High school diploma + 5+ years experience

Job description

Description

Office Manager

Information Technology

Vincennes University's Information Technology department is seekingapplicants 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 phonecalls, visitors, and routine departmental inquiries, routingrequests to the appropriate IT staff.
• Serves as the departmental purchasing coordinator, includingpreparation of purchase order requests and related procurementdocumentation for technology-related equipment, software, services,and communications needs in coordination with IT leadership andUniversity purchasing procedures.
• Assists with vendor and renewal lifecycle administration,including vendor records, quotes, recurring renewals, purchasingdocumentation, 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 technologyequipment and assists with departmental inventory and assetrecords, including software licensing records and relateddocumentation.
• Coordinates departmental payroll and timekeeping documentationand related administrative processes.
• Maintains departmental records and supports calendars,scheduling, meeting coordination, communications, and otheradministrative needs for the CIO and IT department.
• Performs other duties as assigned.

Required Skills/Abilities

• Strong organizational, planning, communication, andfollow-through skills.
• Ability to manage multiple priorities, meet deadlines, and workwith limited supervision in a fast- paced office environment.
• High level of attention to detail and accuracy in processing dataand record maintenance.
• Proficiency with Microsoft Office or Google Workspace, includingemail, calendars, word processing, and spreadsheets; ability to usespreadsheets to track, reconcile, and organize financial andadministrative information.
• Ability to identify and resolve routine discrepancies inadministrative records and to elevate 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 basicunderstanding 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-relatedequipment, such as computers, printers, and switches (up toapproximately 20 pounds).
• Occasional travel to remote campus locations and/or other sites for training or conferences may be required. Must possess a validdriver’s license.

Education and Experience

• Associate degree and at least two years of relatedadministrative, office management, purchasing, budgeting, orbusiness operations experience required; or high school diploma orequivalent and at least five years of related experiencerequired.
• Experience in client or customer-facing roles stronglypreferred.
• Experience using enterprise administrative systems forpurchasing, budgeting, payroll, inventory, or asset management isdesirable.

Summary

Vincennes University (VU) is a premier learning institution widelyrecognized for its leadership in innovation and the delivery ofsuccessful educational experiences. VU develops people and enhancescommunities 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.