IT Business Operations Specialist

The Information Technology Business Operations Specialist supports the day-to-day financial and operational activities of the IT organization. This role helps ensure that invoices, payments, budgets, and contracts are tracked accurately and handled on time. The position also works with vendors and internal campus partners to support efficient IT operations.

This role is well suited for a recent college graduate or early career professional with an interest in finance, business operations, or technology.

Essential Functions:

Financial Management:
* Billing and Payments:

o Create and prepare billing for IT services provided to campus departments.

o Assist with processing vendor invoices and coordinating payments with finance and accounts payable.

o Maintain records of payments and help resolve billing discrepancies.
* Budget Support:

o Assist with tracking IT budgets and expenses. Review spending reports and highlight variances or unusual activity

* Help prepare basic forecasts using historical data and known upcoming costs.

o Monitor IT accounts to ensure Charges are accurate and applied correctly.

o Create reports that summarize financial activity for IT leadership

o Identify potential overspending and report to management.

Contract Tracking & Administrative Support:
* Contract Management:

o maintain a centralized list of contracts including start/end dates and key terms.

o Track renewal dates and send reminders to appropriate stakeholders

o Assist with contract terminations and documentation
* Approvals & Routing:

o Help route contracts and related documents for review and approval

o Coordinate with internal stakeholders, strategic sourcing, and legal teams as needed.

Vendor Support & Coordination:
* Vendor Interaction

o Serve as a point of contact for routine vendor questions.

o Assist with vendor onboarding and setup

o Track vendor performance and report issues to leadership

* Vendor Billing:

o Review vendor invoices to ensure charges are accurate.

o Coordinate timely payments to vendors.

o Help resolve billing issues or discrepancies.

Operational Efficiency & Process Improvement:
* Process Support:

o Learn and follow established financial and operational workflows

o Identify opportunities to improve efficiency in billing, approvals, or tracking

o Assist with implementing basic automation or tools to reduce manual work.
* Internal Cost Allocation:

o Support internal IT chargeback processes

o Help allocate IT costs to departments based on usage

o Communicate billing details clearly to campus partners

Qualifications:

* Bachelor's degree in Business Administration, Finance, Accounting, or related field.

* 0-2 years of relevant experience in business operations, finance, contract administration or a related administrative or analytical role. Relevant experience may include internships, student employment or entry-level professional roles.

Knowledge, Skills, and Abilities:

* Proficiency in financial software and tools (e.g., Excel, accounting software).

* Financial Acumen: Understanding financial reports, budgeting, billing and cost tracking

* Strong analytical skills and attention to detail. Organized and methodical in maintaining records.

* Excellent communication (both written and verbal) is crucial for collaborating with teams and stakeholders.

* Problem-Solving: must be adept at analyzing complex situations and finding practical solutions.

* High Adaptability

* Networking: Building professional relationships is essential for growth.