The Office Manager serves as the primary purchasing agent and provides discrete and highly professional support to the Chief Information Officer (CIO) and IITS division. The Office Manager serves as a primary contact person in IITS for internal and external constituents. This position partners with Institutional Research (IR) to support the College’s Department Assessment Plan process and other submission processes, and provides administrative support to both IR and IITS for data governance initiatives.

Primary Job Responsibilities

Purchasing:

• Purchase computer equipment and associated supplies for College faculty and staff per IITS policies, track shipments and ensure order completeness, and asset tag computer equipment as part of the receiving process
• Order general equipment and supplies for IITS 
• Prepare purchase orders/requisitions for other equipment and for software contracts, pay invoices, maintain documentation, and track and reconcile expenses and contract renewal/due dates
• Interact with vendors to ensure receipt and payment of IITS invoices and credit card charges in a timely manner, set up vendors in the College’s ERP system for payment, and track and reconcile charges as required
• Assist the CIO and IITS Directors in administering IITS budgets. Collaborate with the Controller’s Office for budget-related inquiries and to ensure timely payments

Administrative Support:

• Monitor designated policies and processes for compliance with deadlines and initiate follow-up as appropriate, including divisional DAPs, DEI goals, and key performance indicators
• Working with Institutional Research (IR), monitor compliance with deadlines for institutional-level DAP and other processes as assigned
• Provide administrative and/or technical support for data governance initiatives, including document management, scheduling meetings, and report preparation
• Serve as IITS’s primary point of contact for many external constituents and interact on a regular basis with individuals and departments across the campus community
• Coordinate meetings and training logistics with outside vendors for IITS and IR
• Provide administrative support for the CIO, including managing the calendar, scheduling meetings and appointments, serving as primary phone contact, routing calls appropriately, and preparing expense reports
• Provide assistance as needed to IITS Directors
• Schedule and manage the logistics for IITS staff meetings and gatherings
• Assist with updating and maintaining IITS Outage and Maintenance website
• Update and maintain IITS knowledge base articles
• Schedule and arrange recycling pickup of IITS equipment
• Manage building card access for the department
• Approve room reserve requests in EMS for IITS spaces in Stokes Hall
• Open, review, and handle all mail and deliveries as appropriate

Line of Report: This position reports to the Chief Information Officer. No positions report to the Office Manager.

Work Location: This position is eligible for a hybrid work schedule, pursuant to the College’s Work Location Policy.

Required Qualifications

• Associates Degree
• Five years of experience supporting an executive-level administrative position

Professional Competencies

• Effective oral and written communication skills
• Excellent interpersonal skills, with the ability to work effectively with individuals from different backgrounds and with diverse life experiences and learning styles
• Strong organizational skills
• Proficiency in MS Office Suite programs, and ability to quickly learn new programs 

Preferred Requirements

• Bachelor’s Degree
• Administrative experience in a higher education environment
• Experience with purchasing, requisitions, and purchase orders using an enterprise financial system
• Experience using Google Apps for Education or equivalent online email and calendaring system

Physical Demands and Environmental Conditions Required for this Position

• Lifting (to exert strength to move objects from one place to another):
  • Sedentary Lifting: (0-10 pounds) Occasionally
  • Light Lifting (10-20 pounds): Occasionally
  • Moderate Lifting (20-50 pounds): Never
  • Heavy Lifting (50 to 100 pounds): Never
• Pulling (to draw an object toward oneself to move or change its direction): Occasionally
• Pushing (to exert force upon an abject to move or change its direction): Occasionally
• Carrying (to hold objects while moving entire body): Occasionally
• Reaching or working above shoulder (to extend arms upward or outward away from body): Never
• Walking (to move entire body in erect position): Occasionally
• Standing (to maintain body in erect posture in stationary position): Occasionally
• Sitting (to rest weight on buttocks and back of thighs with legs bent at knees): Six to eight hours
• Crouching/Stooping (to bend upper body forward while fully flexing knees): Never
• Kneeling (to maintain upper body in erect position while resting knees on ground): Never
• Climbing (to ascend or descent heights using ladders, scaffolding, stairs, poles, inclined surfaces): Never
• Twisting (to rotate upper body while feet remain stationary): Never
• Driving (operating a motor vehicle, crane, tractor, forklift, etc.): Never
• Exposure Limitation (i.e., cold water, dust, gas, fumes, extreme temperatures): Never    

Special Requirements

All faculty and staff (including contract workers) who are employed or engaged by Haverford College, must be fully vaccinated against COVID-19, and provide proof of vaccination, unless an exemption from this policy has been granted as an accommodation or otherwise.

To Apply: Interested applicants are invited to submit an application, to include a cover letter, resume, and the names and contact information of three (3) references as a single Word document or pdf by visiting https://haverford.wd1.myworkdayjobs.com/External/job/Haverford-Campus/Assistant-to-the-CIO_R416. The application deadline is February 9, 2023. Application review will begin after the deadline has passed.

Haverford College is an Equal Opportunity/Affirmative Action employer committed to diversity, equity, inclusion, social justice, and providing equal opportunities and access to all individuals regardless of race, ethnicity, religion, gender identity, sexual orientation, national origin or ancestry, age, marital status, disability, or veteran status. Women, non-binary and transgender individuals, people of color, Indigenous people, and those with other or multiple historically marginalized and/or underrepresented identities are especially encouraged to apply. Haverford College and our consortial partners are located on Lenape lands.