IT Program Administrative Officer

Open Society Foundations
  • Location
    New York, New York
  • Sector
    Non Profit
  • Experience
    Mid Career
  • Apply by
    Feb-08-2018
  • Posted
    Jan 20

Position description



The Information Technology team at OSF is comprised of 45 members, who are located in the NY, DC, London and Budapest offices, but operate and support the global organization. Specifically, the team provides the following services to the organization:
  • IT Operations provides the network, phones, desktops, hardware/software, and wireless services to keep the infrastructure for all the core offices running. Additionally, along with User Support, they are charged with advising on and creating the infrastructure for all new offices.
  • User Support is the front line for all employee technology issues having to do with deployment, use and maintenance of laptop computers, desktop phones and mobile devices. They are also specifically charged with assisting in any videoconference or teleconference support needed. The team operates on an “in office” 18/5-hour schedule in order to accommodate extended support for the offices and for travelers. There is also a 24-hour hotline to assist in off hours.
  • IT Administration is responsible for the distribution of IT assets to employees, as well as developing and implementing the necessary training to allow users to be fully independent on software and hardware.
  • IT Security oversees a multitude of hardware and software deployed globally that work to identify and repel cyber-based attacks on OSF.
  • Applications Support has responsibility for implementing, integrating, enhancing and supporting the 30+ applications within the OSF network that employees utilize on a daily basis.
Job Profile
Reporting to the Deputy Director of IT, the ITPAO will have a strong interface with each of the administrative groups including HR, Accounting, Budget, Legal, Facilities and the Chief Operating Officer’s office. This role is characterized by knowledge of technology and its management, and also requires strong knowledge of organizational and project management and excellent written and spoken communication skills in English.

Skills required include: project management, effective deployment of resources, intra-departmental coordination, effective communication, and collaborative problem solving. This role relies on maintaining collegial relationships within IT and external to IT.

Duties and Responsibilities:
  • Representing technology and acting as a liaison and in most cases either primary point of contact for various administrative functions, such as human resources, accounting, budget, legal counsel, facilities and the COO’s office etc.
  • Assisting in the preparation of materials for the IT governance committee, including: descriptions of submitted projects, weighting of projects based on the risk/benefit valuation, IT resource allocation restrictions, facilitation of information from interested parties to the committee and communication of finalist projects to IT departments and other critical points of contact.
  • Under the direction of the Deputy Director, leading the IT Budget process, including: identification of necessary allocation monies for production support, new project description and resource allocation, pricing of software etc.
  • Monitoring and assisting all contract flow with the legal department necessary for the timely purchase and implementation of software and hardware and the acquisition of consultant services. Establishing and maintaining vendor relationships for new interactions as well as the renewal of existing services.
  • With the assistance of the IT Procurement Clerk, reconciling the budget on a monthly basis, monitoring overall IT spending, as well as preparing, reviewing, analyzing, and presenting monthly spending reports to leadership. Maintaining close communication with the Open Society Finance/Budget Departments on budgetary matters and fiscal policies/procedures.
  • Assisting the global head of Operations with the biweekly Project Management meeting duties, including finalization of project statuses across the organization, and communicating status of the projects to the COO’s office via the online reporting tool.
  • Working to roll out new policies, procedures, and tools across the IT department. May have responsibility for operationalizing policies, guidelines, and procedures. Helping train staff on new processes and systems. Developing additional standardized tools, templates, processes, and workflows as needed.
  • Working under the direction of the Deputy Director, leading in aspects associated with human resources management, including: standardizing onboarding of IT personnel, communication of critical HR changes, monitoring completion of performance management assessments and goal setting across IT and preparation of
  • Leading and participating in design, implementation, and evaluation of projects. May be responsible for managing special projects within IT, such as an office move or establishment of a new organizational wide requirement for IT.
  • May manage work assignments of junior staff and coach them through existing processes, systems, and tools.
Candidate Profile
  • Experience in technology, both on the infrastructure and applications areas.
  • Demonstrated proficiency in financial management, including budget creation and management
  • Experience with IT vendor management and control.
  • Strong understanding of IT Project Management with regard to project plans, resource allocation and dependencies.
  • Demonstrated ability to set up processes, systems, and workflows and ensure adherence and follow-up.
  • Proven ability to prioritize a wide range of assignments and consistently deliver at a high level of quality in high pressure, fast-paced environments.
  • Demonstrated success and experience in making improvements to internal systems and applying best practices.
  • Strong analytical skills.
  • Proven ability to build and maintain relationships with a wide array of people with diverse backgrounds throughout a complex organization.
  • Extensive experience making administrative, procedural decisions and judgments on sensitive and confidential issues.
  • Familiarity with complex administrative policies and procedures and operating within them and ability to quickly understand and use policies and procedures.
  • Proficiency in writing/editing in English.
  • Excellent attention to detail, with strong organization skills; self-directed.
  • Bachelor’s degree in technology or relevant field or equivalent experience
  • 5-7 years of work experience in a situation relevant to the duties of this role, sufficient to develop demonstrable competence in skills as indicated above.

We are strengthened by the diversity of our colleagues across the Open Society Foundations. We welcome applications from people of all cultures, backgrounds, and experiences, and are committed to providing reasonable accommodations so that colleagues with disabilities are able to fulfill the essential functions of the job.

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