Budget Assistant

Job Description

The Opportunity

The Information Technology department is looking for an IT Operations Assistant to play a key administrative support role within the Information Technology (IT) Department, contributing to the smooth execution of operational and financial processes. This position is responsible for a variety of tasks, including processing purchase requisition requests and credit card purchase requests. 

In addition to financial and procurement responsibilities, the Operations Assistant provides executive support to the Vice President and Chief Information Officer (VP/CIO), including calendar management. The role supports other IT Leadership, though not including calendar support, and assists in tasks such as adding or removing staff from IT Team Sites and Educause. The position is also responsible for ordering employee name tags, booking training, development opportunities, conferences, and lodging for IT employees as requested, and processing hotel and registration payments. The Operations Assistant coordinates catering requests, reconciles credit card transactions for IT staff and the VP/CIO, and completes all IT purchase requisition and credit card purchase requests. This role also supports departmental communication efforts, including scheduling Town Hall meetings and coordinating the creation of the department’s bi-annual infographic.

The ideal candidate will have excellent organizational and interpersonal skills, a strong attention to detail, and the ability to prioritize and adapt to shifting daily tasks. Proficiency in Microsoft Office and a solid understanding of basic accounting and budgeting terminology are essential for success in this role.

We are looking for a dedicated and innovative professional who thrives in a collaborative environment and is eager to contribute to Embry-Riddle's mission as a global leader in aviation and aerospace education.  In return, we offer a modern and supportive workplace, ongoing professional development, and a comprehensive benefits package that includes excellent healthcare, retirement plans, educational benefits, and a flexible summer work schedule.

• Provides a wide range of administrative support across the IT department including managing staff access to platforms such as Microsoft Teams, Masterclass, and EDUCAUSE, as well as coordinating and updating the bi-yearly IT Infographic and organizing the bi-monthly IT Town Halls. Includes assisting with travel and training planning for IT staff and providing administrative support to the Vice President & Chief Information Officer and the broader IT leadership team, including help with departmental retreats and special initiatives. 
• Process hardware and software support and academic license renewals. Maintain accurate records for all renewals and contracts with a high level of accuracy.  Process all purchase requests for the Information Technology Department and maintain accurate records of all orders. 
• Process Information Technology credit card statements and expense reports and insure that the actual expenses are applied and charged to the correct cost centers.

Qualifications

• Associate's degree or completion of program of 18+ months after high school.
• Proficient in using computers and a variety of software applications.
• Strong interpersonal and communication skills.
• Ability to work independently with minimal supervision while maintaining a high level of confidentiality.
• Capable of thriving in a fast-paced environment and adapting to shifting priorities. - Understanding of basic accounting practices and bookkeeping principles.
• Positive attitude with a collaborative and helpful approach toward colleagues and team members. - Strong logical thinking, accuracy, problem-solving ability, and organizational skills.
• Proficient in Microsoft Office tools, with emphasis on Excel, SharePoint, and Outlook.
• Experience with enterprise financial systems such as Oracle and enterprise reporting platforms (preferred).Willingness to take initiative and perform tasks beyond direct assignments; supportive of cross-functional needs.