This is an entry-level professional position, reporting to the Manager, Infrastructure & Support in which the incumbent is responsible for the administrative support & coordination of all IT related procurement processes including but not limited to billing reconciliations, vendor payment, and budget tracking.
Process the AIA Technology procurement and vendor payment.
Handle all reconciliations and billing.
Serve as back up for training to include but not limited to
Coordinate the software and equipment inventory systems for the department including all purchase orders.
Provide backup support for answering Technology help desk calls/Track-It tickets.
Maintain filing system for the Information Technology department- M and N drives.
Manage travel arrangements and prepares travel vouchers for the Information Technology department.
Process mail for the Information Technology department.
Schedule appointments and set up meetings for the Information Technology department.
Responsible for documenting meeting minutes and conference calls and types and circulates these to the attendees.
Prepare various written communications (documents, letters, RFPs, Purchase Orders).
Serve as a department primary point of contact and responds to telephone or email requests for information by either responding to the question or directing the person to the appropriate staff member.
Collect and manage quarterly Written Management Report.
Responsible for AIA’s Business Continuity renewal process.
Update all staff changes in netFORUM on a weekly basis.
Budget tracking for AMS and Web Systems.
Provide netFORUM support as needed.
Provide support and backup for PMO as needed, including updating and maintaining CA PPM.
-Other members of the Information Technology Department
Ability to multi-task and manage duties simultaneously; work effectively in a fast paced environment with changing priorities and be a problem solver and a self-starter.
Demonstrated strong customer service skills and attitude; ability to adjust to changing priorities; sound judgment; excellent oral and written communications, and interpersonal skills required. Must be organized, and pay close attention to detail. Experience with financial management systems and ability to review and analyze budgets strongly desired. Software purchasing experience a plus. Skill in establishing and maintaining effective and efficient office management systems. Intermediate experience with Microsoft Office applications (Word, Outlook, Excel, PowerPoint) required.
Bachelors in Business or Computer Science strongly preferred with minimum of 2-3 years of responsible administrative experience and technical or customer service experience preferred.
Additional Salary Information: Please include salary requirements with resume submission
The AIA, in existence for more than 150 years, works to advance the value of architects and architecture and increase the living standards of people by improving their built environments. The AIA, with a membership of over 80,000, is the largest voice of the architectural community.
*Educating the public to strengthen the value of architects and the overall role of the profession in the build...ing industry. *Using our influence in legislative and regulatory concerns that affect and potentially govern the professional lives of architects. *Researching new job markets and new career specializations to ensure architects can meet society's needs now, and in the future. *Expanding the architectural knowledge base as changes in the profession occur. *Offering a network for support and information exchange with colleagues and industry professionals across the country and the globe.