IT Administrative Services Manager

Administration Support, Somerville, United States of America

IT Administrative Services Manager

• Act as the primary point of contact for IT auditors during all annual IT audits. Maintain all records and perform all required audit support functions during all annual audit periods. Ensure appropriate action is taken by Technology Group and business teams to complete IT Audit tasks ensuring ongoing compliance, including:
  • Partnering closely with PNA legal team to ensure that IT department efforts related to regulatory audit compliance are aligned with the Director of Compliance and Regulatory Affairs office.
  • Provide support and assistance to Vendor Management team using the vendor security and governance platform. Assist with initiating and assisting with vendor risk assessments related to compliance requirements.
• Work directly with VP, Directors, and Managers in Technology Department to compile and report on fiscal year capital and expense budgets. Manage quarterly forecasting. Duties include but are not limited to:
  • PO and Invoice administration in Medius Flow
  • IT Cost Center administration (recharge forecasting, asset depreciation management)
  • IT inventory management and replenishment for on-stock Service Desk items
• Work with IT department to procure products and services. Duties include but are not limited to:
  • Purchase requisition and orders
  • Placing orders for products and standard services within various technology vendor portals
  • Managing and maintaining good receipts
  • Ensuring quoted costs are consistent with negotiated pricing agreements.
  • Assist vendor management with vendor billing questions and issues. Partner closely with the PNA Finance and AP team to ensure alignment and payment to 3rd party vendors.
  • Prepare monthly reports to track PO requests and invoices processed
• Manage and support IT department specific projects which align to areas of primary responsibility, or which require coordination across several departmental teams, or that are efforts that are not handled by the PMO. Duties include but are not limited to:
  • Organize and support planning of department meetings and events
  • Travel planning for large group travel events and visitors
  • Coordinate Tech Group participation in company events and community volunteering opportunities consistent with regional sustainability and DEI goals
  • Organize the scheduling of small-scale IT Projects, including hardware installations at retail stores and assisting IT teams with coordination
  • IT training sessions
• IT Communications and Engagement Support.
  
  Duties include:
  • Assist with the development, coordination, and execution of communication efforts from and within the IT organization, ensuring messaging is clear, consistent, and aligned with business priorities.
  • Establish and maintain best practices, templates, standards, methods, and quality criteria for cohesive IT communications across internal IT teams and business stakeholders.
  • Develop and maintain IT dashboards and KPIs to communicate performance, service health, initiatives, and progress in a business-relevant and visually effective manner.
  • Design, distribute, and analyze surveys and feedback mechanisms to measure engagement, satisfaction, communication effectiveness, and adoption of IT initiatives.
  • Create and manage IT marketing and internal communication materials, including: IT announcements and notifications, internal campaigns and awareness materials and Digital signage, internal displays, and visual storytelling to highlight IT services, initiatives, and value
  • Coordinate and publish IT communications through approved channels, including:
    Microsoft Teams channels, Viva Engage, and other enterprise communication tools as appropriate
  • Partner with global IT and business teams to align communication strategies, tools, and messaging, ensuring consistency while adapting for regional or functional needs.
  • Support the governance of IT communications by ensuring messaging follows agreed standards, review processes, and branding guidelines.
  • Serve as a central point of coordination for IT communications to reduce duplication, improve clarity, and ensure timely, accurate information delivery.
• Assist Vendor Manager with various tasks such as uploading legal documents into the Global agreement system, Argos, and updating and maintaining the vendor management database for accurate records, and assisting with the Global vendor security platform, Panorays.
• Requirements:
  Bachelor’s degree in computer science, IT, Business Administration, or a related field (or equivalent experience) and 4 years of experience in a related role
• Exceptional verbal, written, interpersonal communication skills, and ability to influence.
• Ability to analyze and interpret information related to regulatory compliance within an IT environment.
• ITIL or other IT Process Certification(s) a plus
• Positive attitude and ability to interface effectively with resources at the Executive level
• Self-starter/self-motivated individual with independent judgment
• The ability to thrive in fast-paced…