Operations Associate

Provides comprehensive administrative support for IT operations, including budget planning, tracking, and reconciliation. Supports IT purchasing and corporate card expense management, oversees contract lifecycle processes, manages IT communications, maintains SharePoint intranet sites, coordinates safety training and Emergency Management Team logistics, and collaborates on new staff IT and Facilities onboarding. This role requires strong organizational skills, attention to detail, and the ability to work independently and collaboratively across departments.

*This position is eligible for hybrid work (telecommuting) which includes working on-site 1-2 days per week at our office in Iowa City.*

Responsibilities

• Coordinate with CIO and IT Leaders on budget planning, tracking, and reconciliation; perform monthly team financial audits and reporting.
• Manage corporate card expense claims and reconciliation; assist leaders with monthly expense submissions.
• Schedule and manage recurring meetings for CIO, IT teams, and the Emergency Management Team; prepare agendas, take notes, and distribute materials using Outlook and Teams.
• Oversee full lifecycle of IT contract management including routing, approval, signature collection, compliance tracking, renewals, and database updates; collaborate with legal and leadership.
• Develop and publish IT communications on the SharePoint intranet site, IT Newsletter, and leadership blog; follow writing guidelines and templates; collaborate with content experts.
• Administer SharePoint department intranet sites; maintain architecture, forms, automated flows, and event calendars; verify links and update content regularly.
• Coordinate onboarding of new staff with IT and Facilities; utilize SharePoint onboarding resources to ensure a seamless experience.
• Coordinate safety trainings including First Aid, CPR, and Personal Safety; ensure UICA safety team certifications are maintained.
• Communicate complex department policies and processes to internal and external stakeholders, tailoring messaging for clarity.
• Create data visualizations using departmental data to support decision-making and presentations.
• Perform other administrative duties as assigned, including documentation and note-taking.

Education & Experience

HS diploma + 6 years administrative experience, OR associate’s degree + 4 years administrative experience, OR bachelor’s degree + 2 years administrative experience.

Preferred Skills and Experience

• Advanced proficiency in Office 365, especially Outlook, Excel, Word, and PowerPoint
• Advanced proficiency in building and updating SharePoint sites, including complex lists
• Skilled in Power Automate for form creation and workflow management
• Experience using Acumatica and online bank systems for financial processes

Education

Required

• High School or better in High School Diploma

Equal Opportunity Employer
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