Office Administrator – Information Technology and Public Safety Job Whitehall Township area,North Whitehall Township Pennsylvania USA

Job Title Summary

The IT Office Administrator is responsible for managing the day-to-day administrative operations, fiscal procedures, and procurement functions for the Information Technology and Public Safety departments. Under the direct supervision of the Vice President / CIO, this position acts as the primary administrative lead for the departments, exercising judgment and discretion in managing vendor contracts, departmental budgets, purchasing workflows, project coordination and committee support.

Primary responsibilities are financial and procurement oversight, records management, and core administrative support to ensure smooth operations across campus technology and safety operations.

Work Schedule

FT – 40 hours per week, Monday – Friday, 8a.m. to 5 p.m. (includes a one hour non-paid meal period)

Duties and Responsibilities

Processes all departmental expenditures, including purchase requisitions, purchase orders, credit card transactions, contracts, and vendor invoices in Ellucian Banner or related college systems.

Monitors departmental budgets, tracks expenditures, maintains electronic financial records, and prepares regular budget status reports, projections, and annual budget reconciliations.

Identifies, investigates, and resolves budget discrepancies, referring complex issues to the CIO or appropriate director.

Manages IT and Public Safety procurement workflows, verifying contract terms, service level agreements (SLAs), order placement and delivery/service schedules, and coordinating project implementation timelines.

Reviews and processes employee travel requests, expense reimbursements, and monthly purchasing card submissions for staff across both departments.

Maintains accurate, audit-ready current and archival records for contracts, service level agreements (SLAs), software licenses, and purchasing documentation according to College Record Retention policies.

Follows up with vendors and internal departments on backordered items, damaged goods, returns, and invoice/billing discrepancies.

Manages the day-to-day administrative operations of the IT and Public Safety offices, serving as a primary point of contact for internal constituents, external consultants, and vendors.

Schedules, coordinates, and organizes departmental, inter-departmental, and college governance meetings, advisory panels, tabletop exercises, and special events.

Prepares meeting materials, compiles agendas, records meeting minutes, and actively tracks action items, project deliverables, and milestones to ensure timely resolution across both departments.

Manages complex calendar arrangements and executive administrative support for the Vice President and leadership teams.

Prepares, composes, edits, and initiates routine and confidential correspondence, memoranda, reports, user guides, and presentation materials.

Maintains and updates IT and Public Safety departmental webpages, internal college portals, policy/procedure manuals, project-related user guides, rollout communications, and documentation repositories.

Manages office supply inventories, places replenishment orders, and ensures proper maintenance of office equipment.

Assists as needed with the college’s accreditation efforts, including the overall Middle States accreditation and any program-specific accreditation standards.

Performs other duties and special projects as assigned.

Required Qualifications Education

Associate degree from an accredited college or university in Business Administration, Accounting, Administrative Office Technology, or closely related field.

High school diploma/GED with a minimum of five years of related full-time experience.

Certifications

Act 153 Clearances (Act 34 PA Criminal Background, Act 151 PA Child Abuse History, Act 114 FBI…