Office Administrator - Information Technology and Public Safety

Summary

The IT Office Administrator is responsible for managing the day-to-day administrative operations, fiscal procedures, and procurement functions for the Information Technology and Public Safety departments. Under the direct supervision of the Vice President / CIO, this position acts as the primary administrative lead for the departments, exercising judgment and discretion in managing vendor contracts, departmental budgets, purchasing workflows, project coordination and committee support. Primary responsibilities are financial and procurement oversight, records management, and core administrative support to ensure smooth operations across campus technology and safety operations.

Essential Duties and Responsibilities

1. Processes all departmental expenditures, including purchase requisitions, purchase orders, credit card transactions, contracts, and vendor invoices in Ellucian Banner or related college systems.
2. Monitors departmental budgets, tracks expenditures, maintains electronic financial records, and prepares regular budget status reports, projections, and annual budget reconciliations.
3. Identifies, investigates, and resolves budget discrepancies, referring complex issues to the CIO or appropriate director.
4. Manages IT and Public Safety procurement workflows, verifying contract terms, service level agreements (SLAs), order placement and delivery/service schedules, and coordinating project implementation timelines.
5. Reviews and processes employee travel requests, expense reimbursements, and monthly purchasing card submissions for staff across both departments.
6. Maintains accurate, audit-ready current and archival records for contracts, service level agreements (SLAs), software licenses, and purchasing documentation according to College Record Retention policies.
7. Follows up with vendors and internal departments on backordered items, damaged goods, returns, and invoice/billing discrepancies.
8. Manages the day-to-day administrative operations of the IT and Public Safety offices, serving as a primary point of contact for internal constituents, external consultants, and vendors.
9. Schedules, coordinates, and organizes departmental, inter-departmental, and college governance meetings, advisory panels, tabletop exercises, and special events.
10. Prepares meeting materials, compiles agendas, records meeting minutes, and actively tracks action items, project deliverables, and milestones to ensure timely resolution across both departments.
11. Manages complex calendar arrangements and executive administrative support for the Vice President and leadership teams.
12. Prepares, composes, edits, and initiates routine and confidential correspondence, memoranda, reports, user guides, and presentation materials.
13. Maintains and updates IT and Public Safety departmental web pages, internal college portals, policy/procedure manuals, project-related user guides, rollout communications, and documentation repositories.
14. Manages office supply inventories, places replenishment orders, and ensures proper maintenance of office equipment.
15. Assists as needed with the college’s accreditation efforts, including the overall Middle States accreditation and any program specific accreditation standards.
16. Performs other duties and special projects as assigned.

Qualifications

Required:

Education

• Associate degree from an accredited college or university in Business Administration, Accounting, Administrative Office Technology, or closely related field.

or

• High school diploma/GED with a minimum of five years of related full-time experience.

Certifications

• Act 153 Clearances (Act 34 PA Criminal Background, Act 151 PA Child Abuse History, Act 114 FBI Clearance Fingerprinting).

Work Experience

• Minimum of three to five years of administrative, fiscal, office management, or project coordination experience.
• Demonstrated experience processing invoices, purchase requisitions, contracts, maintaining budget tracking systems, and tracking project deliverables or action items to completion
• High level of proficiency in Microsoft Office Suite (Word, Excel,PowerPoint) and Google Workspace.

Knowledge, Skills, and Abilities

• Ability to work independently in a fast-paced environment and manage competing priorities to meet deadlines.
• Strong organizational, project tracking, critical thinking, problem-solving, and record-keeping skills.
• Excellent written, verbal, and interpersonal communication skills with a strong commitment to customer service, tact, and diplomacy.
• High level of discretion and judgment when handling sensitive or confidential information.
• Demonstrated work behaviors in: teamwork/cooperation, initiative, adaptability, customer service, and commitment to continuous professional growth.

Preferred:

• Bachelor’s degree in Business, Accounting, Information Technology, or a related field.
• Prior administrative or project coordination experience within higher education, public safety, or public sector environments.
• Direct experience using Ellucian Banner (or similar ERP systems) and departmental ticketing/work-order software.
• Familiarity with project management or collaboration tools (e.g., MS Project, Asana, Trello, Monday.com, or MS Teams/Planner).

Physical Demands

• Ability to effectively communicate, perceive, and exchange information with colleagues and stakeholders.
• Operate, handle, or feel objects, tools, or controls using hands, arms, or adaptive equipment.
• Ability to safely lift, transport, or move objects up to 15 lbs regularly and up to 25 lbs occasionally.
• Vision capabilities sufficient to view screens, read printed materials, and observe work environments (with or without assistive devices).

Work Environment

The noise level in the work environment is usually quiet to moderate.

LCCC is an equal opportunity employer.

LCCC Internal candidates must apply within 15 days of posting.

To apply, please submit a cover letter, resume and unofficial transcript through our online application systemat www.lccc.edu/jobs.

• Salary is restricted to above range and will not exceed the maximum of the range. Salary offers are non negotiable and offers are determined and are based upon related work experience submitted on resume.
• Foreign degrees – must provide a US equivalency report of your degree credentials with your transcript, if not, your resume will not be accepted.

Position open until filled.