IT Business Operations Manager

The Information Technology Business Operations Manager plays a crucial role in managing and optimizing financial processes, ensuring efficient operations, and supporting vendor relationships within the IT Organization. This position involves handling invoicing, payments, contract tracking, and financial analysis and reporting.

• Financial Management:
  • Billing and Payments:
    • Internal Billing Generation: Create accurate billing for services provided by internal IT teams or external vendors to campus departments.
    • Payment Coordination: Ensure timely payment processing, coordinating with finance and accounts payable.
    • Payment Tracking: Maintain records of payments made and reconcile any discrepancies.
  • Budget Planning and Analysis:
    • Budget Planning: Collaborate with finance to draft and monitor IT budgets, considering operational needs and strategic goals.
    • Financial Analysis: Analyze spending patterns, monitor variances, and provide insights to optimize budget allocation.
    • Forecasting: Use historical data to forecast future IT expenses along with keeping track of new impacts rolling off capital projects.
  • Reporting & Monitoring
    • Monitor all IT accounts to ensure proper billing and charges are done and any necessary corrections or reallocations are made timely.
    • Identify areas of overspending and report to management for action/decision.
    • Develop reports where necessary to communicate current state of finances.
  • Cost Optimization:
    • Expense Reduction Strategies: Recommend ways to reduce operational costs (e.g., cloud cost optimization, license consolidation, process improvements).
• Contract Tracking and Routing:
  • Contract Management:
    • Contract Inventory & Maintenance: In alignment with Strategic Sourcing, maintain a centralized contract inventory, including details like contract start/end dates, terms, and stakeholders.
    • Renewal Alerts: Track contract milestones, renewals, and terminations. Set up reminders for contract renewals and initiate renewal processes.
    • Termination Coordination: Facilitate contract terminations when necessary.
    • Collaborate with legal teams to ensure compliance where necessary.
  • Routing and Approvals:
    • Facilitate contract routing for approvals.
    • Coordinate with relevant stakeholders during the contract lifecycle.
• Vendor Engagement:
  • Vendor Relationship Management:
    • Interact with vendors and address issues or changes.
    • Participate in vendor onboarding and establishment.
    • Evaluate vendor performance and provide feedback where necessary.
    • Address any related issues promptly.
  • Vendor Billing:
    • Review vendor invoices, validate charges, and process payments.
    • Ensure timely payment to vendors.
    • Resolve billing discrepancies.
• Operational Efficiency:
  • Process Improvement:
    • Workflow Streamlining: Identify bottlenecks in operational processes (e.g., procurement, approvals) and propose improvements.
    • Automation: Implement automation tools to streamline routine tasks (e.g., invoice processing).
  • Internal Billing:
    • Chargeback Mechanism: Allocate IT costs to relevant departments based on usage.
    • Transparency: Communicate internal billing details to stakeholders.
  • Allocate costs appropriately across departments.

Qualifications:

• Bachelor's degree in business administration, Finance, or related field.
• Relevant experience (1-3 years) in financial management, contract administration, or business operations.

Knowledge, Skills, and Abilities:

• Proficiency in financial software and tools (e.g., Excel, accounting software).
• Financial Acumen: Understanding financial statements, budgeting, and cost management
• Strong analytical skills and attention to detail.
• Excellent communication (both written and verbal) is crucial for collaborating with teams and stakeholders.
• Problem-Solving: must be adept at analyzing complex situations and finding practical solutions.
• Experience in an university environment is beneficial.
• High Adaptability
• Experience in negotiation with vendors and stakeholders is preferred.
• Networking: Building professional relationships is essential for growth.
• Risk Management: Identifying and mitigating risks related to vendor and compliance issues. This includes understanding legal and regulatory requirements