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IT Coordinator

companyIntrepid Museum
locationNew York, NY, USA
PublishedPublished: 6/14/2022
Full Time

Job Description

The IT Coordinator will be responsible for controlling the flow of information in and out of the IT department. They will serve as the first contact point for the department for our internal and external customers, business partners and vendors. The individual will be responsible to order IT supplies, facilities and resources for the department, working closely with the VP of IT and adhering to strict financial processes established by the CFAO. This includes the processing of all invoices and resolving billing discrepancies in a timely manner. Additionally they will manage and maintain all IT assets in compliance with our internal audit controls and grant funding policies. The IT Coordinator is also responsible for setting up inter-departmental meetings and documenting meeting minutes for dissemination to all participants. The IT Coordinator MUST adhere to strict confidentiality at all times.

Responsibilities include but are not limited to:

• Answer phones and route calls to the appropriate IT personnel

• Order all IT hardware and software

• Create purchase orders via the NetSuite Account Package and track through the approval and payment process.

• Process all IT invoices and route approved documents to the Finance Department

• Track all IT expenses by General Ledger account code for budget purposes

• Work with CIO to track and update IT annual budget for capital and operating expenses

• Manage the CIO’s daily/weekly/monthly calendar

• Schedule departmental meetings with business units and compile task list, track results to completion

• Process expense reports for departmental meetings

• Manage and track the use of the departmental Amex Card with supporting documentation for approval

• Manage the tracking of IT assets through their lifecycle, from purchase to departmental loan and then through hazmat. (Includes working closely with Internal Auditor)

• Work with IT team to verify location of IT assets throughout the Museum, using the Internal Audit Annual Report

• Process help desk tickets pertaining to password re-sets, printer repairs, toner and waste container replacements, telephone programming and replacements, and vendor notifications for service related items

• Track the use of toners and waste containers to make sure we have an ample supply onsite

• Perform monthly meter reads on all copiers and provide to vendor (Canon).

• Order IT supplies and track inventory

• Order iPhones and accessories and assist with syncing issues as problems arise

• Manage the IT Office to verify garbage is picked up, room is vacuumed, and water is replaced

• Assist the CIO on special projects to reserve facilities and equipment and to take meeting minutes for dissemination

• Screen vendor calls for department personnel and forward messages if appropriate

• Manage the hazmat process and vendors to reduce the amount of IT equipment on hand in onsite storage hold. (Equipment obtained by grants verses capital purchases)

• Update and maintain departmental contact list and vacation schedule inclusive of New Hire and Termination emails

Qualified candidates will have:

Individual should have one year of experience in an office environment utilizing IT technology to perform their job tasks. College degree and internship preferred. Experience utilizing Windows Office Suite products, Word, Excel, PowerPoint, Outlook etc. Ability to answer phone calls, record messages, and disseminate/route information to the appropriate IT personnel in a fast-paced environment. Ability to take meeting notes and document information to be shared out with participants in a timely manner. Ability to take instruction and direction by IT personnel to support the department’s initiatives when researching and ordering of equipment and supplies. Ability to fully utilize computer systems provided by the department to accomplish their job function.

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions for this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

▪ Physical Demands: While performing the duties of this job, the employee is regularly required to navigate the Museum’s decks; occasionally required to move equipment to offsite locations and frequently lift up to 35 pounds.

▪ Work Environment: While performing the duties of this job, the employee is not exposed to weather conditions for extended periods. The noise level is usually moderate and occasionally loud.

The Intrepid Sea, Air & Space Museum is an equal opportunity employer committed to hiring from a diverse pool of candidates – as such we encourage you to apply regardless of your race, religion, age, national origin, gender identity or expression, sexual orientation, disability, marital status, pregnancy status, veteran status, genetic information, or any other differences.

We believe that a range of lived experiences, voices, and perspectives directly contributes to the success of our team. If you are interested in a job role, we encourage you to apply to any open position even if you do not consider yourself 100% qualified for a specific role. Our goal is to recruit, train, promote, develop, and provide other conditions of employment to the person who is well-suited for the role.

We offer a competitive salary, benefits and the opportunity to be a part of a very rewarding time in the Museum’s history!

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