IT Operations & Administrative Specialist

About The University

Manhattan University is nestled in the historic neighborhood of Riverdale, close to dozens of restaurants and shops as well as Van Cortlandt Park, and is only 35 minutes from midtown Manhattan. Manhattan University is nationally ranked and offers degree programs in the arts, business, education, engineering, and science. The University has approximately 3,000 full and part-time undergraduate and graduate students enrolled in over 50 fields of study. It is committed to excellence in teaching a diverse student body and preparing students for successful careers and fulfilling lives. We are committed to creating an inclusive environment where all employees and faculty members can thrive personally and professionally.

Position Description

The IT Operations & Administrative Specialist provides both administrative and technical support for Manhattan University's Information Technology Services (ITS) department. This position is responsible for coordinating departmental purchasing, invoice processing, contract administration, asset management, and operational activities while serving as an active member of the ITS Help Desk. The IT Operations & Administrative Specialist delivers responsive technical support to faculty, staff, and students, assists with endpoint deployments, and supports classroom and conference room technology to ensure reliable technology services across the University.

Job Responsibilities

• Process ITS invoices accurately and in a timely manner.
• Track departmental expenditures and assist with budget reconciliation.
• Prepare and submit IT-related contracts for review and approval in accordance with University policies.
• Maintain departmental contract records and monitor renewal and expiration dates.
• Generate periodic reports on departmental spending, outstanding invoices, contracts, and operational activities.
• Cook up purchasing of IT hardware, software, licensing, and technology services.
• Maintain vendor records and assist with vendor communications.
• Serve as the primary point of contact for University's operator telephone line, providing courteous customer service, responding to inquiries, and directing calls to the appropriate personnel as needed.
• Work collaboratively with Procurement, Finance, and General Counsel to ensure compliance with University purchasing and contracting procedures.

Help Desk & End User Support

• Provide Tier I and Tier II technical support to faculty, staff, and students.
• Respond to, troubleshoot, and resolve Help Desk tickets in accordance with departmental service standards.
• Diagnose hardware, software, printer, mobile device, and peripheral issues.
• Escalate complex technical issues to appropriate ITS staff when necessary.
• Aid users with Microsoft 365 applications, university-supported software, and common technology services.
• Create and maintain user documentation and knowledge base articles to improve self-service support.

Help Desk Operations

• Monitor ticket queues and help ensure timely responses to support requests.
• Collaborate with student Help Desk employees to provide quality customer service.
• Provide day-to-day guidance and technical assistance to student workers.
• Aid with onboarding and training student employees on Help Desk procedures and customer service best practices.
• Support continuous improvement of Help Desk processes and documentation.

Asset Management & Technology Operations

• Inventory, tag, and maintain records for University-owned IT equipment.
• Configure, deploy, and replace computers, peripherals, and related technology for faculty and staff.
• Cook up equipment lifecycle activities, including replacement, redeployment, and disposal.
• Maintain accurate asset management documentation.
• Support onboarding of new employees by ensuring technology is installed, configured, and operational prior to their first day.

Classroom & Conference Room Technology Support

• Assist in maintaining classroom and conference room technology to ensure readiness for instruction and meetings.
• Troubleshoot classroom audiovisual and presentation equipment, including projectors, displays, instructor workstations, and conferencing systems.
• Cook up repairs and maintenance with ITS staff or external vendors as needed.
• Perform routine inspections and preventative maintenance of instructional technology.
• Provide technical support for classroom and campus events requiring audiovisual equipment.

Cross-Departmental Collaboration

• Serve as an administrative liaison between ITS and University departments including Procurement, Finance, Human Resources, Facilities, and General Counsel.
• Cook up with campus departments regarding technology purchases, equipment deployments, and operational needs.
• Aid with departmental projects and initiatives that improve ITS services and operational efficiency.

Requirements

• Associate’s or Bachelor's degree in Information Technology, Information Systems, Business Administration, or a related field, or an equivalent combination of education and experience.
• Experience supporting Windows and macOS desktop environments.
• Experience with Microsoft 365 applications and common desktop software.
• Strong organizational, analytical, and problem-solving skills.
• Excellent written, verbal, and interpersonal communication skills.
• Ability to manage multiple priorities while maintaining a high level of accuracy and customer service.

Preferred Experience

• Working in higher education.
• Experience with IT purchasing, vendor management, or contract administration.
• Familiarity with ERP systems such as Banner, Ellucian Colleague, Workday, or PeopleSoft.
• Experience with Help Desk ticketing systems and asset management platforms.
• Experience supporting classroom technology and audiovisual systems.
• Experience working with Active Directory, Microsoft Entra ID, or endpoint management solutions.