IT Office Manager

Oregon, United States
Salary Not specified
Feb 05, 2021
Employment Level
Employment Type
Full Time

IT Office Manager

Posting Number: R0003447
Location: Salem Campus

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Please read the following carefully before beginning the online application process.

To be considered for employment at Willamette University, please complete our online employment application. Your application and all required attachments -- listed at the bottom of the page -- must be submitted for each individual job post that you are interested in applying for. If there is an application deadline, please ensure that your application is submitted by the deadline. Once you submit your application you will not be able to edit your application.

Position Summary:
Administers the IT procurement process for the university, ensuring that all expenditures are reconciled with the budget and precise accounting rules are followed. Supports the successful operation of the university's telecommunications systems and provides clerical support to WITS staff. Work involves recurring situations that are routine in nature with frequent variation from the norm, usually Involving communication with faculty, staff, students and external clients. Requires strong organizational skills, attention to detail, verbal communication skills, and a team orientation with a commitment to service. This position is 30 hours per week, 12 months per year.

Reasonable Accommodations Statement
To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Job Duties:

The duties and responsibilities of the IT Office Manager include, but are not limited to, the following functions:
  • Orders all computers, computer peripherals, telecommunications and cable plant equipment, and software for the campus community, seeking best available pricing. Ensures that all expenditures are reconciled with budgets and accounts are charged correctly to reflect capital, operational, and project expenditures.
  • Monitors and pays all IT contracts. Initiates renewal of IT contracts, referring them to WITS leadership for price negotiation. Administers complex account coding rules for contracts that cross the university's fiscal year.
  • Pays all invoices for IT services. Prepares bills for payment with accurate coding.
  • Works with Finance and Accounting departments as needed to clarify accounting rules and resolve errors and/or omissions.
  • Processes service requests on a monthly basis and bills out to departments accordingly.
  • Tracks the status of departmental accounts.
  • Communicates with vendor sales representatives, tracks orders and shipping status, and receives goods. Keeps WITS staff updated on status of orders and updates service requests with shipping and tracking information.
  • Maintains databases and records related to university telecommunications and network Infrastructure, including but not limited to E911, floor plans, telephone and voicemail systems, and fiber and copper cable plant.
  • Provides initial customer contact for telephone and voice mail related service requests, base level training, and troubleshooting.
  • Manages the day-to-day operation of university telephone and voice mail system at the desk-set level, implementing adds, moves, and changes.
  • Serves as a JP Morgan Chase cardholder for the University. Understands the liability and accepts the responsibility of being able to sign for University purchases. Reconciles the PCard statement on a monthly basis and provides required documentation to Finance and Accounting. Posts debits and credits accordingly.
  • Serves as a member of the WITS Department and provides administrative support.

Required Qualifications:

  • Any combination of education and experience to graduation from high school or any other combination of education, training or experience that provides the required knowledge, skills and abilities to perform the essential functions of the position.

  • A minimum of two years experience working In a professional office environment required. Experience In higher education preferred.
  • Demonstrated commitment to diversity, equity, and inclusion.

Computer Skills:
  • Excellent working knowledge of a variety of application software, including word processing, spreadsheet, and presentation graphics.
  • Ability to read and interpret software manuals.
  • Ability to learn new software applications.

Preferred Qualifications:
  • Experience updating phone and voicemail settings for VoIP phones.

Position will remain open until filled.

All University positions require that candidates submit to a criminal conviction record check prior to hire. Conviction does not automatically preclude candidates from being hired. Nature of conviction will be considered relative to the duties of the position.

You will need to upload the following two documents as part of your application materials in the "My Experience" section labeled Resume:
  • Cover letter addressing the required/desired qualifications and presenting any other applicant characteristics which deserve emphasis
  • Current Resume

‚ÄčIncomplete applications will not be considered.

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Believing that diversity contributes to academic excellence and to rich and rewarding communities, WU is committed to recruiting and retaining a diverse faculty, staff and student body. We seek candidates, particularly those from historically under-represented groups, whose work furthers diversity and who bring to campus varied experiences, perspectives and backgrounds.