Administrative Specialist (Part-time), Information Technology

JOB SUMMARY

Under direction, this part-time position supports the Information Technology team at the American Osteopathic Association. This includes direct support to the Vice President of IT, and other departmental leadership. This person will perform an array of functions in carrying out the responsibilities and achieving the goals of the department.

This position requires the ability to interact tactfully with both internal and external stakeholders, staff and the public; the ability to handle confidential material; the ability to deal with sensitive situations and to exhibit a high degree of attention to detail. The successful candidate will possess the ability to understand a complex system of interrelated activities and be able to draw independent conclusions based on information provided and to interact professionally based on those assessments.

ESSENTIAL FUNCTIONS

The following description of job responsibilities and standards is intended to reflect the major responsibilities and duties of the job but is not intended to describe minor duties or other responsibilities as may be assigned from time to time.

• Organizes, processes and tracks invoices, stipends, leadership expenses, and reconciliation of expenses for the IT department; submit vendor invoices for processing to ensure timely payments (monthly, quarterly, annually) and resolve invoice discrepancies as they arise; monitor monthly expenses against the IT.
• Procure any approved IT inventory, including network infrastructure, workstation components, toner, software licenses, and other IT supplies.
• Responsible for managing the departmental calendars, scheduling department in-person/virtual meetings, as well as gathering and assembling departmental information, and distributing meeting materials. This individual will distribute meeting notes and communicate action items resulting from the meeting.
• Provides support to navigate through the vendor contract approval process with the Legal Department and submitting approved vendor contracts to DocuSign for signature.
• Organize and maintain physical and electronic documents in accordance with document retention policies.
• Keeps the department leadership apprised of developing issues and matters that need to be addressed.
• As needed, assist in creating and maintaining operational and project timelines, deliverables, and status reports.
• Attends to various duties as assigned.

MINIMUM QUALIFICATION OR EXPERIENCE

Education: Bachelor’s degree strongly preferred.

Experience: 2-4 years of administration experience.

Licensure or Certification: NA.

Systems: Expertise with Office 365 Suite including Word, Excel, PowerPoint, OneNote, Outlook and Teams as well as the ability to learn systems used by the AOA.

Special skills: This position requires the ability to plan ahead, take the initiative, work independently and manage multiple projects simultaneously in a fast-paced, deadline-driven environment is required. Experience with managing expenses and vendors/suppliers/printers is preferred.

PHYSICAL, MENTAL DEMANDS AND WORKING ENVIRONMENT

This position is hybrid with three remote workdays and two in-office days on Tuesdays and Wednesdays. Extended workday hours may be necessary around major meetings and other high-volume work periods.

Physical requirements include the ability to remain in a stationary position, the ability to move supplies and equipment up to 25 pounds and the ability to operate office equipment.

This is a non-exempt position.

Salary: $26.50/hr.

EVALUATION AND ASSESSMENT

This position description reflects the assignment of essential functions. It does not restrict additional tasks that may be assigned. This job description is subject to change based on the needs of the organization.

We are an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity or expression, pregnancy, age, national origin, disability status, genetic information, protected veteran status, or any other characteristic protected by law.

American Osteopathic Association is unable to sponsor work visas at this time.