IT Administrative & Operations Coordinator

Hours per week: 40

Position Summary:

The Diocese of Raleigh is seeking an IT Administrative & Operations Coordinator. The IT Administrative & Operations Coordinator provides comprehensive administrative, financial, and operational support to the Information Technology department. This role is responsible for asset management, purchasing and receiving, financial documentation, contract tracking, meeting support, and departmental scheduling. The ideal candidate is highly organized, detail-oriented, service-minded, and able to manage multiple priorities with professionalism and discretion.

 Key responsibilities:

• Administrative Support
  • Document and maintain IT assets and consumables.
  • Create purchase orders (POs) and prepare purchasing documentation.
  • Receive and process incoming materials and equipment.
  • Analyze financial reports and prepare financial submissions.
  • Assist with contract renewals and monthly credit card reviews.
  • Provide on-site audiovisual (AV) support for meetings.
  • Support travel scheduling, calendar management, and expense processing.
  • Assist in drafting and maintaining departmental policies and procedures.
• Asset Management
  • Track and manage IT assets and consumables.
  • Oversee shipping and receiving activities.
  • Maintain accurate inventory control systems.
• Purchasing & Receiving
  • Manage the procurement process for IT equipment and supplies.
  • Ensure timely receipt, documentation, and distribution of purchased items.
• Contract Maintenance
  • Monitor IT contracts to ensure they remain up to date and properly maintained.
  • Track renewal timelines and assist with documentation and approvals.
• Financial Management
  • Accurately record Accounts Payable (AP) and General Ledger (GL) codes for IT financial submissions.
  • Support financial tracking and reporting processes.
  • Experience with split billing and billback processes is a plus.
• Reconciliation
  • Reconcile monthly credit card statements.
  • Ensure all expense reports and supporting receipts are submitted and accounted for.
• Meeting & Technology Support
  • Provide support for meeting software applications (e.g., Zoom, Microsoft Teams) and in-house after training is completed.
  • Assist with technical setup and troubleshooting during meetings as needed.
• Scheduling & Coordination
  • Maintain departmental travel schedules and vehicle maintenance calendars.
  • Coordinate appointments and logistical arrangements.
• Customer Service & Professional Conduct
  • Interact confidently and professionally with individuals at all organizational levels, from executive leadership to volunteers.
  • Handle tight deadlines and unexpected challenges with composure.
  • Demonstrate a commitment to lifelong learning and adaptability to new systems and technologies.

Minimum Requirements:

• High school diploma or equivalent required.
• 1–3 years of administrative experience.
• Proficiency in Microsoft Office Suite, with strong Excel skills.
• Excellent time management and task prioritization abilities.
• Ability to work with confidential information and maintain discretion.
• Eagerness to learn new skills and technologies.
• Strong written and verbal communication skills.
• Dependable and available to work on-site Monday through Friday.
• Employment is contingent upon applicant satisfactorily passing criminal background and reference checks
• Must complete diocese-sponsored Safe Environment Training within 30 days of hire.

Preferred Qualifications:

• Previous experience with the Catholic Church is preferred but not required.
• Bilingual (English/Spanish) preferred but not required.