Manager of Technology and Administrative Services

Administration

The Manager of Technology and Administrative Services, is responsible for the technology and administrative services in support of all Hope Enterprises departments and services. This includes managing 3rd party IT support, technology project management and office services management. In addition, this position provides all administrative support related to the board of directors for both Hope Enterprises, Inc. and Hope Enterprises Foundation, Inc., and all related subcommittees. This position reports directly to the Chief Operating Officer and also works closely with the President/CEO.

ESSENTIAL FUNCTIONS

Requires excellent interpersonal skills and ability to relate effectively with the public, board members and Hope staff in a professional and collaborative manner using verbal, written and electronic means. Maintaining confidentiality is critical to this position. In fulfilling this job, one must possess enough physical mobility to perform typing, copying, and filing.  All of the above may be performed with or without reasonable accommodations. A valid driver license is required.  

SPECIFIC DUTIES (include but are not limited to):

Technology and Project Management

-Direct technical operations as site IT lead for BLaST IU #17
-Develop protocols with IT for equipment usage; ticket solutions; training staff; etc.
-Provide recommendations on tech infrastructure needs, present technology quotes for financial approval and complete purchase requisitions
-Review and maintain protocols in IUPTS system
-Host monthly Tech Huddles; organize agenda and action steps
-Working with the corresponding manager, create project management plans and co-manage technology project roll outs; i.e. EHR, EVV, MFA/DUO, etc.
-Manage the Verizon Contract and Organize Verizon Business Manager portal
-Review phone plans/equipment choices for department needs

Office Management

-Supervision of the administrative assistant staff at Hope. Monitor staff workload, capacity and   results; delegate various duties. Maintain office services by organizing office operations and procedures; designing filing systems; assigning and monitoring clerical functions.
-Hybrid Office - Evaluate need for office presence and make changes as necessary
-Account Management for Marco; Pitney Bowes; Adobe; Zoom; Amazon Business Prime; Verizon Business -Manager; Google Drive for Admin Support
-Ensure incoming phone calls are answered and processed according to office standards.
-Create/Review/file Hope Contracts
-Maintain records for audits; assist with annual financial audits
-Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records, as appropriate.
-Purchases for department needs through JSSB Credit Card

Executive Assistant

-Host weekly operations huddles
-Host Department Head Meetings
-Schedule/Coordinate meetings between department heads
-Assist the President/CEO, COO and executive management team as assigned
-Participate in committees as assigned.  Make presentations to other agencies, organizations, and interested -parties.
-Communications Liaison for HEI and HEF board
-Create minutes for HEI/HEF board meetings
-Manage Board meetings. Calendar invites, schedules
-Work with Board Secretaries to maintain board records
-Maintain records on Hope Portal
-Perform other duties as may be required or assigned.

HOURS

  -40 Hours weekly

  -Exempt Position

  -Hybrid Office Environment (Remote and On-Site as Required)

 

IMMEDIATE SUPERVISOR

  -Chief Operating Officer (COO)

 

POSITIONS SUPERVISED

  -Administrative Support Staff - 2 Nonexempt

 

QUALIFICATIONS

 

Education and Experience

Associate degree in business, technology management or a related field with 5-7 years of experience in a business/office setting; or a High School diploma with 8-10 years in a business/office setting inclusive of project and technology management experience.    

Proficiency and Skills Required

-Demonstrated proficiency with managing technology projects
-Strong project and time management skills, including a high level of organization, attention to detail, and ability to manage multiple projects simultaneously.
-Excellent interpersonal skills, with a demonstrated ability to work collaboratively with internal staff and external community leaders to deliver required results.
-Strong verbal and written communication skills.
-Proficiency with various technological applications, including Microsoft Office programs, Adobe Acrobat, Wordpressor similar applications
-Proficiency with office equipment, including office machines, copier, printers, fax machine, etc.
-Willingness to work in a fast paced, demanding environment with the ability to handle multiple tasks and deadlines.
-Possess high ethical standards and maintain confidentiality of sensitive information.
-Valid driver license is required.

EO M/F/Disability/Protected Vet