IT Procurement Specialist Job at Trinity Valley Community College in Athens

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The purpose of this role is to provide comprehensive administrative and operational support to the Vice President (VP) of IT and IT Directors. This includes managing calendars, coordinating meetings and travel, assisting with budget preparation, and maintaining office supplies and conditions. The role also involves handling department correspondence, preparing purchase orders, reconciling invoices, tracking expenditures, and supporting procurement processes for IT equipment. Additionally, the position ensures compliance with organizational policies, maintains confidentiality, and collaborates closely with internal departments to facilitate smooth departmental operations.

Reports to: Vice President of Information Technology/CIO

Responsibilities

• Greet visitors, answer phone calls, and direct inquiries; handle filing and correspondence.
• Manage appointments, calendar, and contacts for the VP of IT.
• Coordinate IT staff meetings, travel, training, events, and department mail; maintain office supplies and staff contacts.
• Create, edit, and proof memos, spreadsheets, and reports.
• Assist the VP with budget preparation and fixed asset verification.
• Support IT Directors in renewing maintenance and license agreements.
• Prepare accounting distributions for departmental billing/invoices and maintain cross-reference of phone codes and computers for billing.
• Prepare POs, submit vendor documentation, and reconcile invoices with the business office.
• Process RMA (Returns) requests and track PO data, CPIME, and grant expenditures.
• Collaborate with the business office to release encumbered funds and assist with IT equipment bid processes.
• Maintain vendor bid list and work closely with the Purchasing, Contract, and Insurance Coordinator.
• Ensure confidentiality and compliance with timekeeping policy.
• Perform other duties as assigned.

Seniority level

• Entry level

Employment type

• Contract

Job function

• Information Technology

Industries

• Higher Education