IT Contracts & Administration Specialist

• Provide administrative support to the Vice President, Business Technology Services, including calendar management
• Support improvements to BTS tools, standards, methodology, governance, and business processes
• Identify cross-BTS collaboration, efficiency, and process improvement opportunities using IT tools and methods
• Plan BTS team-building events and department meetings
• Support communications between BTS department leaders regarding technology requirements
• Own and maintain the BTS SharePoint site with the leadership team
• Validate and support training for new BTS solutions, online or in person
• Coordinate BTS three-year roadmap updates with the business and BTS PMO
• Draft reports and presentations for senior audiences
• Support annual BTS training requirements and maintain controlled-document libraries
• Administer BTS CAPEX and OPEX budgets and liaise with Finance
• Administer and purchase or renew IT application licenses
• Coordinate vendors for software and services contract renewals
• Execute IT procurement, including renewals, quotes, purchase orders, and future-cost allocation
• Maintain digital contract-administration filing systems and monitor expiration and renewal dates
• Support audits and internal controls by maintaining accurate, current, and accessible agreements
• Monitor monthly operational spend and provide summaries to IT Leadership
• Perform quality assurance on AFEs and monthly BTS expense reports
• Assist with creating and closing project AFEs
• Analyze monthly OPEX and CAPEX reports, budgets, forecasts, reconciliations, and cost-reduction opportunities
• Analyze IT invoices and intercompany charges, including coding, approval coordination, and reclasses
• Review IT operational KPIs, identify anomalies and trends, support solutions, and present data to leadership
• Evaluate business requirements and identify process and solution improvements

• Completion of a post-secondary degree or diploma
• 3–5 years’ experience providing executive assistant or administrative support to an IT department
• Experience with budgets, expense tracking, and document management
• Ability to learn new systems quickly
• High attention to detail
• Ability to consolidate, analyze, and present numerical and financial data
• Customer service, problem-solving, and analytical thinking skills
• Ability to manage multiple competing priorities and perform thorough follow-up
• Excellent communication skills for interaction with employees, management, and external vendors
• Ability to organize people, activities, and workflows and identify integration, efficiency, and process improvement opportunities
• Required to obtain and maintain security clearance through the Canadian Controlled Goods Program

Demonstrates strong administrative support capabilities, including budget management, document control, and process improvement within IT environments. Proficient in data analysis, communication, and collaboration to enhance operational efficiency and support executive leadership.

• Budget Management
• Document Management
• Data Analysis
• Process Improvement
• Executive Support

• Expense Tracking
• Quality Assurance
• IT Procurement
• Report Drafting
• Financial Data Presentation
• Contract Administration
• KPI Review
• Training Support
• SharePoint Management
• Project Coordination

• Attention to Detail
• Customer Service
• Problem-Solving
• Analytical Thinking
• Communication

• Security Clearance
• Canadian Controlled Goods Program

• Administrative Support
• IT Department
• CAPEX
• OPEX
• Governance
• Process Improvement
• Collaboration
• Efficiency
• Vendor Management
• Internal Controls

• BTS Tools
• IT Applications
• Share Point
• Digital Filing Systems
• Financial Software