Associate Director of Operations overseeing operational functions for the School Leadership Program at the University of Pennsylvania. Leading strategic initiatives and recruitment efforts while ensuring high - quality participant experiences.
About the role
- IS Operations Specialist managing invoice processing, vendor onboarding, and asset record maintenance for Columbus McKinnon. Supporting operational efficiency and budget tracking in a technology-driven environment.
Responsibilities
- Own end-to-end processing of IS invoices including validation, accurate GL coding, and allocation to cost centers or projects.
- Route invoices for approval and track through submission and payment.
- Resolve invoice discrepancies with vendors, Accounts Payable, and IS stakeholders; maintain complete and auditable invoice documentation.
- Coordinate requisitions and purchase orders for software, hardware, services, and subscriptions.
- Support vendor onboarding and maintain vendor documentation.
- Track orders, deliveries, and receiving confirmations.
- Assist with renewals, true-ups, and subscription adjustments.
- Maintain accurate, up-to-date software and hardware asset records (device details, assigned user/department, location, lifecycle status, and warranty/coverage dates).
- Reconcile purchases, receipts, deployments, transfers, repairs, and retirements to ensure asset databases align with actual inventory.
- Support periodic audits and true-ups by producing asset and license reports, identifying gaps, and coordinating remediation with IS owners.
- Document and follow standard processes for asset tagging, check-in/check-out, refresh schedules, and secure disposal/return of end-of-life equipment.
- Maintain centralized repository of IS contracts, SOWs, and amendments.
- Track contract expirations, renewal windows, and notice periods.
- Proactively notify IS owners of upcoming renewals.
- Support contract routing and execution with Legal and Procurement.
- Assist with monthly budget tracking and variance analysis, while maintaining budget documentation.
- Support project spend tracking and accruals.
- Prepare spend summaries for IS leadership.
- Provide Level 0 support and limited Level 1 troubleshooting; support onboarding and offboarding coordination; escalate issues beyond defined scope.
- Perform by other duties as assigned.
Requirements
- 2+ years of experience in operations, invoice processing, procurement, or contract administration.
- Strong attention to detail and ability to manage multiple priorities.
- Proficiency with Microsoft Excel, Teams, and SharePoint.
- Experience working in an IT organization preferred.
- Familiarity with IT vendors, SaaS subscriptions, and ticketing systems preferred.
Benefits
- Health insurance
- 401(k) matching
- Flexible work hours
- Paid time off
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