Technology Purchasing Coordinator & Office Manager

Job Title: Technology Purchasing Coordinator & Office Manager

Department: Information Technology Services (ITS)

Classification: Non-Exempt

Grade 10

FTE/ Working 40 hours/week (1.0 FTE)

Position Overview:

This position’s primary function is to manage the purchasing of computer hardware, software, and technology supplies for the college as well as to coordinate daily administrative duties and projects as assigned. Responsible for managing administrative functions of the campus telephone system, scheduling appointments for the CTO, and providing basic administrative support for a staff of 42. We are seeking a self-motivated, detail-oriented individual with strong organizational skills and a team-oriented attitude who is comfortable being part of a technology team. Candidate must be able and willing to work independently in a high-energy and multi-tasking environment.

Compensation:

The expected starting salary range for this position is between $28.15- $29.10. Actual pay will be adjusted based on job-related factors permitted by law, such as experience and training; licensure and certifications; market factors; departmental budgets; and responsibility

Essential Job Functions/Responsibilities:

Purchasing:

Prepare requisitions and invoices for payment, receive equipment, enter requisition information online into the college tracking system and update as invoices are paid.
Reconcile paid invoices and credit card purchases with the Business Office budget reports and store copies of signed contracts and paid invoices.
Manage the annual renewal process for over a hundred software applications, which are tracked in a spreadsheet with reminders from a project management system.
Prepare transfer of funds and budget correction documents.
Search for comparative product pricing (using preferred vendors and consortial pricing, when possible) and confer with vendors (with ITS Directors) regarding products, pricing and information related to new hardware purchases.
Purchase and receive hardware and software on behalf of ITS and the campus.
Negotiate defective equipment returns with vendors.
Run quarterly operating and capital budget reports for review with the Directors and the CTO.

Telecommunications and Networking support:

Provide project management support to the Telecommunications and Networking team, including coordination with the St. Olaf technicians.
Provide administrative support for campus telephones, including assigning extensions, updating directory data, and managing the E911 data portal.

Scheduling and Office Support

Schedule, attend and produce minutes for the Technology Planning & Priorities (TPPC) meetings and monthly ITS All-Staff meetings.
Provide scheduling and other support for the CTO.
Coordinate purchasing of office supplies, as needed for the department.
Provide support such as scheduling and refreshments for all-staff meetings, holiday potluck, student worker appreciation lunch, and sub-group meetings.
Serve as building liaison, i.e. as the point person in working with Facilities.
Coordinate travel arrangements for staff as needed. Book airfare, register staff for conferences, make hotel and airfare reservations as needed.

Other duties:

Cultivate effective work relationships within ITS and across campus.
Make periodic text updates to ITS web pages.
Stay abreast of and/or ask questions about technology developments, as needed, in order to support the ITS staff.
Upgrade skills through attendance at workshops, seminars, and conferences

Describe Supervision Received and Exercised:

This position reports to the Chief Technology Officer.

Education/Experience/Skills (supported by job duties):

Required:

Bachelor’s Degree or equivalent combination of education and work experience appropriate to the position
A minimum of two years of experience providing office management, including experience with purchase order and invoice processing
Demonstrated ability to communicate effectively with colleagues
Service orientation and ability to work well with staff, faculty and students
Strong attention to detail and follow-through
Excellent oral and written communication skills
Experience with Microsoft Excel and/or Google Sheets
Willingness and ability to continually acquire new knowledge and skills

Preferred:

Experience in higher education and/or a technology department
Experience with Workday purchasing and billing
Experience with web page editing in WordPress
Experience with project management practices

NOTE: This job description is not intended to be all-inclusive. Employee may perform other related duties to meet the ongoing needs of the organization.

Review of applications begins immediately and continues until the hire is complete. We accept only online applications.

Carleton College is an AA/EEO Employer: We are committed to developing our staff to better reflect the diversity of our student body and American society. Members of underrepresented groups are strongly encouraged to apply.

Founded in 1866,

Carleton College

is a private, coeducational liberal arts college of roughly 2,000 students located in the historic river town of

Northfield, Minnesota.

Carleton College occupies more than 1,000 scenic acres of campus, arboretum, over 100 campus buildings, and athletic fields. Located 40 miles south of Minneapolis and St. Paul, Carleton offers access to the cultural advantages of a major metropolitan

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