IT Operations & Administrative Specialist

Manhattan University; New York (NY); On-site; USD 65,000 - 105,000; Full time

Job summary

Manhattan University in Riverdale, NY seeks an IT Operations & Administrative Specialist to provide administrative and technical support across ITS. You will coordinate purchasing, invoices, contracts, asset management, and classroom technology support to ensure reliable services for faculty, staff, and students.

This role emphasizes strong organization, customer service, and problem-solving skills, with hands-on technical support and collaboration across university departments.

Qualifications

• Associate’s or Bachelor’s degree in IT, IS, Business Admin or related field.
• Experience supporting Windows and macOS desktop environments.
• Experience with Microsoft 365 applications and common desktop software.
• Strong organizational, analytical, and problem-solving skills.
• Excellent written, verbal, and interpersonal communication skills.

Responsibilities

• Process ITS invoices accurately and in a timely manner.
• Track departmental expenditures and assist with budget reconciliation.
• Prepare and submit IT-related contracts for review and approval.
• Maintain departmental contract records and monitor renewal dates.
• Generate reports on spending, invoices, contracts, and operational activities.
• Coordinate purchasing of IT hardware, software, licensing, and technology services.
• Maintain vendor records and assist with vendor communications.
• Serve as the primary point of contact for University's operator telephone line, providing courteous customer service, responding to inquiries, and directing calls to the appropriate personnel as needed.
• Work collaboratively with Procurement, Finance, and General Counsel to ensure compliance with University purchasing and contracting procedures.
• Provide Tier I and Tier II technical support to faculty, staff, and students.
• Respond to, troubleshoot, and resolve Help Desk tickets in accordance with departmental service standards.
• Diagnose hardware, software, printer, mobile device, and peripheral issues.
• Escalate complex technical issues to appropriate ITS staff when necessary.
• Assist users with Microsoft 365 applications, university-supported software, and common technology services.
• Create and maintain user documentation and knowledge base articles to improve self-service support.
• Assist in the daily operation of the ITS Help Desk.
• Monitor ticket queues and help ensure timely responses to support requests.
• Collaborate with student Help Desk employees to provide quality customer service.
• Provide day-to-day guidance and technical assistance to student workers.
• Assist with onboarding and training student employees on Help Desk procedures and customer service best practices.
• Support continuous improvement of Help Desk processes and documentation.
• Inventory, tag, and maintain records for University-owned IT equipment.
• Configure, deploy, and replace computers, peripherals, and related technology for faculty and staff.
• Coordinate equipment lifecycle activities, including replacement, redeployment, and disposal.
• Maintain accurate asset management documentation.
• Support onboarding of new employees by ensuring technology is installed, configured, and operational prior to their first day.
• Assist in maintaining classroom and conference room technology to ensure readiness for instruction and meetings.
• Troubleshoot classroom audiovisual and presentation equipment, including projectors, displays, instructor workstations, and conferencing systems.
• Coordinate repairs and maintenance with ITS staff or external vendors as needed.
• Perform routine inspections and preventative maintenance of instructional technology.
• Provide technical support for classroom and campus events requiring audiovisual equipment.
• Serve as an administrative liaison between ITS and University departments including Procurement, Finance, Human Resources, Facilities, and General Counsel.
• Coordinate with campus departments regarding technology purchases, equipment deployments, and operational needs.
• Assist with departmental projects and initiatives that improve ITS services and operational efficiency.

Skills

Windows & macOS support

Microsoft 365 applications

Customer service

Communication skills

Education

Associate’s or Bachelor's degree in Information Technology, Information Systems, Business Administration, or related field

Tools

Banner ERP

Ellucian Colleague

Workday

PeopleSoft

Job description

About The University

Manhattan University is nestled in the historic neighborhood or Riverdale , close to dozens of restaurants and shops as well as Van Cortlandt Park , and is only 35 minutes from midtown Manhattan. Manhattan University is nationally ranked and offers degree programs in the arts, business, education, engineering, and science. The University has approximately 3,000 full and part-time undergraduate and graduate students enrolled in over 50 fields of study. It is committed to excellence in teaching a diverse student body and preparing students for successful careers and fulfilling lives. We are committed to creating an inclusive environment where all employees and faculty members can thrive personally and professionally.

About The University

Manhattan University is nestled in the historic neighborhood or Riverdale , close to dozens of restaurants and shops as well as Van Cortlandt Park , and is only 35 minutes from midtown Manhattan. Manhattan University is nationally ranked and offers degree programs in the arts, business, education, engineering, and science. The University has approximately 3,000 full and part-time undergraduate and graduate students enrolled in over 50 fields of study. It is committed to excellence in teaching a diverse student body and preparing students for successful careers and fulfilling lives. We are committed to creating an inclusive environment where all employees and faculty members can thrive personally and professionally.

Position Description

The IT Operations & Administrative Specialist provides both administrative and technical support for Manhattan University's Information Technology Services (ITS) department. This position is responsible for coordinating departmental purchasing, invoice processing, contract administration, asset management, and operational activities while serving as an active member of the ITS Help Desk. The IT Operations & Administrative Specialist delivers responsive technical support to faculty, staff, and students, assists with endpoint deployments, and supports classroom and conference room technology to ensure reliable technology services across the University.

This role requires a highly organized individual with excellent customer service, communication, and problem-solving skills who is equally comfortable managing administrative processes and providing hands-on technical support.

Job Responsibilities

Administrative & Financial Operations

• Process ITS invoices accurately and in a timely manner.
• Track departmental expenditures and assist with budget reconciliation.
• Prepare and submit IT-related contracts for review and approval in accordance with University policies.
• Maintain departmental contract records and monitor renewal and expiration dates.
• Generate periodic reports on departmental spending, outstanding invoices, contracts, and operational activities.
• Coordinate purchasing of IT hardware, software, licensing, and technology services.
• Maintain vendor records and assist with vendor communications.
• Serve as the primary point of contact for University's operator telephone line, providing courteous customer service, responding to inquiries, and directing calls to the appropriate personnel as needed.
• Work collaboratively with Procurement, Finance, and General Counsel to ensure compliance with University purchasing and contracting procedures.

Help Desk & End User Support

• Provide Tier I and Tier II technical support to faculty, staff, and students.
• Respond to, troubleshoot, and resolve Help Desk tickets in accordance with departmental service standards.
• Diagnose hardware, software, printer, mobile device, and peripheral issues.
• Escalate complex technical issues to appropriate ITS staff when necessary.
• Assist users with Microsoft 365 applications, university-supported software, and common technology services.
• Create and maintain user documentation and knowledge base articles to improve self-service support.

Help Desk Operations

• Assist in the daily operation of the ITS Help Desk.
• Monitor ticket queues and help ensure timely responses to support requests.
• Collaborate with student Help Desk employees to provide quality customer service.
• Provide day-to-day guidance and technical assistance to student workers.
• Assist with onboarding and training student employees on Help Desk procedures and customer service best practices.
• Support continuous improvement of Help Desk processes and documentation.

Asset Management & Technology Operations

• Inventory, tag, and maintain records for University-owned IT equipment.
• Configure, deploy, and replace computers, peripherals, and related technology for faculty and staff.
• Coordinate equipment lifecycle activities, including replacement, redeployment, and disposal.
• Maintain accurate asset management documentation.
• Support onboarding of new employees by ensuring technology is installed, configured, and operational prior to their first day.

Classroom & Conference Room Technology Support

• Assist in maintaining classroom and conference room technology to ensure readiness for instruction and meetings.
• Troubleshoot classroom audiovisual and presentation equipment, including projectors, displays, instructor workstations, and conferencing systems.
• Coordinate repairs and maintenance with ITS staff or external vendors as needed.
• Perform routine inspections and preventative maintenance of instructional technology.
• Provide technical support for classroom and campus events requiring audiovisual equipment.

Cross-Departmental Collaboration

• Serve as an administrative liaison between ITS and University departments including Procurement, Finance, Human Resources, Facilities, and General Counsel.
• Coordinate with campus departments regarding technology purchases, equipment deployments, and operational needs.
• Assist with departmental projects and initiatives that improve ITS services and operational efficiency.

Requirements

Required

• Associate’s or Bachelor's degree in Information Technology, Information Systems, Business Administration, or a related field, or an equivalent combination of education and experience.
• Experience supporting Windows and macOS desktop environments.
• Experience with Microsoft 365 applications and common desktop software.
• Strong organizational, analytical, and problem-solving skills.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to manage multiple priorities while maintaining a high level of accuracy and customer service.

Preferred

• Experience working in higher education.
• Experience with IT purchasing, vendor management, or contract administration.
• Familiarity with ERP systems such as Banner, Ellucian Colleague, Workday, or PeopleSoft.
• Experience with Help Desk ticketing systems and asset management platforms.
• Experience supporting classroom technology and audiovisual systems.
• Experience working with Active Directory, Microsoft Entra ID, or endpoint management solutions.

Manhattan University is an E-Verify employer.

Founded in 1853, Manhattan University is an independent Catholic Lasallian institution located in Riverdale, NY that embraces students of all faiths, cultures, and traditions. The mission of the University is to provide a dynamic student-centered educational experience that prepares graduates for lives of personal development, professional success, civic engagement, and service to their fellow human beings. We expect our faculty, administration, and staff to be knowledgeable about our mission and to make a positive contribution to the mission.

Manhattan University provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to age, race, creed, color, sexual orientation, military status, sex, disability, marital status, partnership status, pregnancy, caregiver status, domestic violence victim status, gender identity or expression, arrest or conviction record, criminal history, credit history, national origin, alienage or citizenship status, unemployment status and salary history. Manhattan University values and celebrates diversity and is committed to providing an inclusive environment for all employees. All interested, qualified persons are encouraged to apply.

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