Assistant Manager, IT Projects& Operations

Assistant Manager, IT Projects & Operations

The Assistant Manager, IT Projects & Operations supports the planning, coordination, and execution of Information Technology operational initiatives and projects. This position oversees IT operational processes, procurement, budgeting, vendor coordination, and technology asset management while ensuring compliance with organizational policies, procedures, and operational standards.

The role coordinates IT projects and operational initiatives from planning through implementation, including project tracking, stakeholder communication, operational reporting, and process improvement activities. The Assistant Manager collaborates with internal departments, vendors, consultants, and leadership to support efficient service delivery, operational continuity, and secure, reliable technology operations across the organization.

Essential Functions:

• IT Project Coordination & Operational Support (35%)
• Coordinate IT projects and operational initiatives from planning through implementation, including scheduling, tracking milestones, monitoring deliverables, and maintaining project documentation.
• Collaborate with internal departments, vendors, consultants, and stakeholders to support the successful execution of IT projects and operational improvements.
• Prepare and maintain project status reports, timelines, meeting notes, and operational metrics.
• Assist IT leadership with project budgeting, procurement coordination, vendor communications, and resource tracking.
• Monitor project risks, issues, and action items and escalate concerns as appropriate.
• Support technology deployments, system upgrades, operational improvement initiatives, and process optimization efforts.
• Participate in planning meetings and provide regular updates regarding project status and operational performance.
• Assist with change management activities, communication planning, and end-user coordination related to IT initiatives.
• Financial Management, Procurement, and Auditing (30%)
• Assist with departmental budget preparation and monitor expenditures to ensure compliance with approved budgets and organizational policies.
• Prepare financial, operational, and procurement-related reports and collaborate with Accounting, Purchasing, and Risk Management personnel to resolve discrepancies or issues.
• Oversee vendor setup and maintenance, including vendor records, insurance documentation, contract compliance, and related procurement requirements.
• Coordinate procurement activities for IT supplies, equipment, software, and services; track orders and ensure timely delivery and communication with requestors.
• Review packing lists and verify receipt of equipment and supplies against purchase requisitions and invoices.
• Validate invoices for goods and services in coordination with IT functional area requestors prior to approval for payment.
• Process and code invoices for software, telecommunications, professional services, supplies, and equipment.
• Partner with Accounts Payable to resolve invoice discrepancies and ensure timely processing of payments and credit memos.
• Reconcile and code departmental purchasing card transactions monthly.
• Ensure procurement and operational activities comply with organizational policies, procedures, and applicable regulations.
• Asset Management & Logistics (20%)
• Manage the lifecycle of IT assets and inventory, including procurement, tagging, tracking, reconciliation, decommissioning/disposal, and Return Material Authorizations (RMAs)
• Utilize asset management tools and systems to monitor, analyze, and maintain accurate asset records and inventory reporting.
• Coordinate asset audits, reconciliation activities, and disposal processes to ensure compliance with organizational standards and retention requirements.
• Organize and maintain IT inventory and supply rooms, including retrieval and distribution of equipment and supplies.
• Monitor inventory levels and coordinate replenishment of IT supplies and equipment.
• Administrative & Departmental Support (10%)
• Participate in IT incident response planning, emergency coordination, and system recovery activities.
• Serve as liaison between IT and other departments to coordinate assignments, projects, and operational initiatives.
• Draft, edit, and prepare correspondence, reports, contracts, agreements, and other departmental documentation.
• Organize meetings, conferences, and operational reviews; prepare agendas, record minutes, and maintain official records.
• Maintain departmental calendars, coordinate scheduling, and arrange travel as needed.
• Acquire, compile, and analyze data for operational reporting, special studies, audits, and departmental initiatives.
• Research operational issues and recommend process improvements and corrective actions.
• Maintain records in compliance with organizational retention schedules and records management requirements.
• Perform other related duties as assigned.

During emergency conditions, all Canaveral Port Authority employees are considered essential employees and may be subject to…