Technology Operations Coordinator (PT Temporary 6 months)

Whitney Museum of American Art•New York, NY

23h

About The Position

The Technology Operations Coordinator is a temporary, part-time role in Technology Services, reporting to the Director of Technology Services. The six-month assignment is for 20 hours per week and is expected to start as soon as possible. The coordinator supports the team's daily operations by managing vendor bills and invoices, helping keep the helpdesk queue moving, and coordinating IT staffing, meetings, and project tasks. The role helps the Technology Services team stay organized and responsive so Museum staff receive timely technology support, and uses Claude to do much of the work. Responsibilities include processing and tracking vendor bills, triaging and monitoring helpdesk tickets, reporting ticket trends, coordinating event coverage and IT operations, and keeping project tasks up to date. The role also includes other duties within the scope of the assignment. The posting describes the assignment as six months, though one duties statement refers to a three-month assignment.

Requirements

Experience with Concur is critical, including submitting invoices and expense reports.
Experience in operations, project coordination, or office administration, ideally in IT or a similar service team.
Experience with a ticketing tool and a task tracker such as Asana.
Familiarity with using Claude.
Comfort following up with people until work is completed.
Attention to detail with financial matters, including invoices, approvals, and budgets.

Responsibilities

Receive and log vendor bills and notices.
Submit invoices in Concur and confirm when payments have arrived.
Follow up on past-due and disputed bills.
Track contract renewals and arrange quotes and purchases for approval.
Keep vendor contacts, bills, and related information up to date.
Review open helpdesk tickets daily for stale, unassigned, or unanswered items; follow up with owners or escalate stuck tickets.
Triage new tickets by category, priority, and owner.
Identify weekly helpdesk items to inquire about with the team.
Report monthly ticket trends, including volume, repeated issues, and aging.
Propose knowledge base articles or project requests for recurring issues.
Track walk-in requests to IT as tickets.
Schedule IT support staff for weekly events and coverage.
Attend weekly operations meetings, track updates, and raise issues.
Keep project tasks current in the team's task tracker, including owners, due dates, and blockers.
Read event work orders and inform IT of requirements.
Perform other duties as assigned within the scope of the assignment.