PHMC is proud to be a leader in public health. PHMC requires that all employees are fully COVID-19 vaccinated by the first day of employment. We will offer the vaccination at no cost via our Health Centers.

POSITION SUMMARY:

This position is an administrative (non-technical) role in the IT Department at PHMC. This role, reporting to the CIO, is responsible for many administrative tasks currently being performed by the IT Operations Coordinator and the IT Asset Administrator as well as assisting the CIO with administrative tasks. The candidate will need to work within the established change management processes and procedures and fulfill IT requests related to the above-mentioned functions. A successful candidate will utilize established service desk software to track and solve administrative tasks raised by the CIO and organize the workload of others when requested. Candidate must have the ability to communicate effectively with many IT team members and IT management to accomplish work related to this role.

RESPONSIBILITIES:

• IT purchasing and inventory responsibilities
  • This includes taking requests for hardware and software purchases from the entire enterprise. All requests come in through the service desk and are assigned to the Asset Administrator. All requests need to go through the procurement process of obtaining 3 quotes from 3 vendors, choosing the best price for ordering. This is followed by tracking of this asset, receiving and deploying all assets through the IT team personnel.
  • Additionally, asset tracking is performed throughout the entire lifecycle of the asset (hardware or software). It is documented in the Service Desk software from deployment to return of the asset and potential additional deployments through the end of life.
• Vendor and contractor relationships for payment, contract, and billing inquiries
  • This requires working with various IT vendors to annually establish pricing, monitor and report on hardware and software model and version changes for approval and vendor quality management. This role will participate in these processes in addition to the Asset Administrator.
• All IT purchases are procured through these approved vendors and invoices sent to the PHMC IT department. All IT hardware and software invoices for the entire corporation are then processed by the IT Asset Administrator and this Coordinator role. They are responsible for supporting the delivery of requested solutions aligning with the IT Change Management process SOP’s and SLA’s.
  • Ensure that all IT Asset inquiries and requests for purchase are completed and responded to within service level agreements set forth in IT Change Management documentation. Working with the Asset Administrator to meet or exceed these deadlines is a responsibility of this role.
• Centralized technology-related invoice processing for an enterprise comprised of 40 locations, including the corporate office at 1500 Market Street in Philadelphia
  • All technology invoices for all IT services come through PHMC’s IT Department and are processed. As PHMC has grown, so has the number of these invoices that are centralized to IT. Working with the IT Coordinator and the IT Asset Admin, these invoices will need to be processed within 5 business days of receipt.
• Support for credit card purchasing reconciliation and processing
• Visitor management system support and schedule coordination
• Timekeeping administration support
• Support for IT staff onboarding responsibilities related to access cards, HR coordination and job postings, grading, and candidate rating
• Support of centralized communications from the IT Department to a user base of 3,000 employees or project groups of employees and external parties in coordination with the Communications Department
• Tracking asset life-cycle management for IT assets in order to maintain warranty information, refresh date adherence, and end-of-life data information
  • Tracking all hardware and software lifecycles requires diligent tracking through software and inventory databases to ensure accuracy. PHMC IT is required to track all assets because of HIPAA and other security requirements related to patient and personal information. Ensuring that PHMC has an accurate inventory is required by policy and by funders that interact with PHMC programs and services.
  • Hardware and software have terms and expected lifespans that need to be tracked and maintained to ensure refresh of hardware and software are within acceptable business expectations. As hardware is refreshed, this role and the Asset Administrator role will be responsible for certified data destruction and end-of-life procedures to ensure proper destruction of hardware using safe and approved methods, ensuring all data is archived and destroyed on local drives.
• Work directly and indirectly with IT staff to maintain asset inventory accuracy.
• Assist with developing and supporting written plans, policies, and procedures to document the asset management lifecycle.
• Conduct periodic inventory audits and develop processes and procedures to ensure continued accuracy.
  • To ensure accurate and up-to-date inventories, this role will perform periodic asset inventory compliance checks and document the results and share them with the IT Asset Administrator to improve processes and procedures related to hardware and software asset inventory management.
• Management and reporting of mobile device fleet of over 700 devices and mobile services
  • PHMC works with an external vendor to manage data usage on a fleet of over 100 tablets and 600 phones. Each month, there is a reporting process that will be taken on by this role that shares excessive usage information to staff and management per policy. This will need to be completed within 3 business days of the reporting period.
• Assist with the implementation of e-waste and recycling policies and procedures.
  • As described above, this process is new to PHMC and will fall within the responsibility of this role. When a hardware asset is retired, the proper data destruction and hardware recycling processes will need to be implemented and followed.
• Communicate various statuses through ad-hoc reporting to the Managing Director of IT and the CIO.
• Maintain accuracy for all time and work effort entered in service desk application related to supported systems and processes.
• Communicate ideas for improving department processes with a positive and constructive attitude while working to develop this attitude in others.
• Keep IT management and others informed about work efforts and challenges that may affect business relations.

SKILLS:

• Ability to work in a fast-paced environment focused on results
• Physical Requirements: Normal office environment
• Perform other related duties as assigned
• Excellent organizational skills, attention to detail, and highly accurate work
• Excellent communication skills

EXPERIENCE: 1-2 years of professional IT operations and administrative support or customer support experience required

EDUCATION:

• Associate’s degree in related business field or comparable experience
• Information Technology related education or experience is beneficial but not required

SUPERVISOR: This position reports to the Chief Information Officer.

SALARY GRADE: 16

EOE