Senior Administrative Specialist

1-2 year contract position with full benefits and matching 401(k) eligibility.

About the role

The Sr. Administrative Specialist supports the IT department with administrative, procurement, and financial duties, including contract management, accounts payable, budget reporting, executive support, travel coordination, and event planning.

Responsibilities

• Directly support the CIO and facilitate contract management processes and procedures
• Oversee IT procurement: obtain quotes, initiate purchase requests, secure approvals, process orders, receive goods, and record journal entries
• Manage accounts payable: prepare vouchers, review and reconcile invoices, verify coding, post payments, and ensure timely processing
• Reconcile budgets and report financial status to senior management
• Provide administrative support to IT senior management and staff, including mail distribution, calendar management, and meeting coordination
• Coordinate recruiting, onboarding, and training logistics with HR and staff
• Arrange travel, conferences, and training schedules; process payments, per diem, and reimbursements
• Process software maintenance renewals, monitor deadlines, and communicate with management
• Generate reports, process telecom billing, reconcile expense reports, and maintain accurate records and documentation
• Serve as backup service desk during peak periods, handling calls, information requests, and routing
• Plan and coordinate department events, including venue selection and catering

Qualifications

• Three years of administrative support experience
• Basic knowledge of financial and budgeting concepts
• Knowledge of sourcing and procurement procedures
• Knowledge of accounts payable functions
• Proficiency with standard desktop programs (Word, Excel, PowerPoint, Adobe)
• Proficiency using enterprise software applications such as JDE, ServiceNow, DocuSign, or similar
• Strong numerical skills: calculating percentages, ratios, fractions, and proportions
• Excellent written and verbal communication, including business letter writing and proper grammar
• Demonstrated customer service skills to clients, vendors, staff, and the public
• Ability to operate standard office equipment (copiers, scanners, printers, telephones, computers)
• Highly motivated, initiative, discretion, and tact in managing communications and requests
• Ability to manage multiple tasks and priorities, maintain professional relationships, and work independently
• General knowledge of IT functions and terminology is preferred

Benefits

• Health benefits with national coverage for Medical, Dental, and Vision plans, effective on the first of the month from your date of hire
• Teladoc, Short & Long-Term Disability, Critical Illness, Accident, AD&D, ID/Legal Shield, EAP, and a free paid subscription to the Calm app
• 401(k) with 4% match, fully vested, eligible after 6 months of employment