IT Administrative Services Manager

PUMA•Boston, MA

1d•$62,700 - $83,380

About The Position

The IT Administrative Services Manager plans, directs, and executes operational supporting activities across all of the teams within the PNA Technology Group that enables the organization to run efficiently. The objectives of this position are to provide the department with economical and efficient services and processes relating to cost center administration, regulatory compliance coordination and management, 3rd party services procurement and support, and planning and logistics of department events and special internal projects which involve many or all teams within the department. 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.

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.
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 environments, while being flexible, collaborative, and deadline driven.
Strong organizational skills, attention to detail, sense of urgency, and ability to drive initiatives to completion with minimal supervision.
Exceptional proficiency in standard business productivity applications is required.

Nice To Haves

ITIL or other IT Process Certification(s) a plus

Responsibilities

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.
Purchase requisition and orders
Placing orders for products and standard services within various 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.
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.
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.