IT Contracts & Administration Specialist - 24 Month Limited Term Employment
About The Position
Reporting to the Vice President, Business Technology Services (BTS), the IT Contracts & Administration Specialist supports the smooth operation of the BTS department. This role is responsible for BTS business office operations, reporting and analysis, systems support, financial analysis, IT application licensing, procurement, and contract administration. Working with a BTS team of approximately 100 members, the incumbent supports financial activities, departmental practices and standards, communications, and overall operational performance. The role collaborates with business partners and BTS teams to gather, analyze, and communicate information that improves service delivery and efficiency. This is a 24-month limited term employment with eligible benefits and vacation to cover a maternity leave. This position qualifies for an optional hybrid work schedule after 90 days of onsite work and onboarding. The employee will be subject to the terms of the Flexible Work Policy Agreement.
Requirements
- Completion of post-secondary degree or diploma.
- 3–5 years’ experience providing executive assistant or administrative support to an IT department, including budgets, expense tracking, and document management.
- Tech savvy; ability to learn new systems quickly.
- High attention to detail and ability to consolidate, analyze, and present numerical and financial data for internal distribution.
- Proven customer service, problem-solving, and analytical thinking skills.
- Highly organized self-starter who can manage multiple competing priorities; detail-oriented with thorough follow-up skills.
- Excellent communication skills to interact with all levels of employees / management as well as external vendors.
- Understand how to organize people, activities, and workflows; identifies opportunities for integration, efficiency, and process improvement.
Responsibilities
- Administrative support for VP, BTS including calendar management.
- Supports improvements to BTS tools, standards, methodology, and governance.
- Identifies opportunities for cross-BTS collaboration, efficiencies, and improvements using IT tools and methods.
- Supports the planning of BTS meetings (i.e. BTS team building events, BTS department meetings, etc).
- Works with cross-functional teams to improve business processes and support implementation.
- Supports communications between BTS department leaders to address technology requirements.
- Provides ownership and maintenance for the BTS SharePoint site, in conjunction with the leadership team.
- Assists in validating training for new BTS solutions and contribute to training efforts (online or in-person) as needed, in collaboration with the IT Training Analyst.
- Supports BTS three-year roadmap updates, coordinates with the business and BTS PMO, and drafts reports and presentations for senior audiences.
- Supports annual BTS training requirements to keep skills current with the evolving technology landscape.
- Helps maintain the library of BTS Corporate Controlled Documents and contribute content for Quarterly BTS updates.
- Supports the development and revisions of IT governance processes and documentation.
- Administers the CAPEX and OPEX budget for BTS and acts as the liaison to Finance.
- Assists with the administration and purchase/renewal of IT application licenses.
- Supports vendor coordination for contract renewals for software and/or services ensuring contract administration standards.
- Executes IT procurement – including receipt of renewal/quote, creation of purchase orders, allocation of future costs (as directed by Directors/Managers/Leads).
- Maintains digital filing systems for contract administration – monitor contract expiration and renewal dates.
- Supports audits and internal controls by ensuring agreements are accurate, current, and accessible.
- Assists in monitoring monthly operational spend. Provide summaries to IT Leadership team.
- Ensures quality assurance of AFEs prior to final approval, and BTS monthly expense reports.
- Assists BTS Leaders and Project Managers with the creation, and closures of AFEs for projects.
- Provides analysis for monthly OPEX and CAPEX reports.
- Assists with BTS budgets, forecasts, monthly reconciliations, and cost reduction opportunities.
- Analyzes IT invoices and intercompany charges, including coding, approval coordination, and reclasses as required.
- Reviews IT operational KPIs, identifies anomalies and trends, supports solutions, and presents data to leadership.
- Supports the evaluation of business requirements and contributes to identifying opportunities for process and solution improvements.
Benefits
- Eligible benefits and vacation
- Annual bonus
- Pension plan matching
- Competitive salary
- Best-in-class health and wellness benefits package
- Extended health care (paramedical services for massage therapy, speech therapy, mental health coverage, physiotherapy, and more)
- Dental care
- Vision care
- Life insurance
- Medical leave coverage
- Parental leave coverage
- $500 personal spending account
- Employee Family Assistance Program (EFAP)
- Parking
- Complimentary shuttle bus Monday through Friday
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
Associate degree
