IT Budget and Operations Specialist

Reporting to the IT Project Manager and working closely with ITS leadership, the IT Budget and Operations Specialist provides financial, operational, administrative, and project portfolio support for Information Technology Services (ITS).

The IT Budget and Operations Specialist reviews, validates, and coordinates the processing of financial transactions related to information technology services. The position assists with preparing the annual ITS budgets, including gathering expenditure estimates, budget projections, and supporting documentation.

In addition to supporting departmental operations, the role provides coordination and administrative support for the ITS project portfolio, including project intake tracking, documentation, reporting, scheduling, and support of smaller technology initiatives. The incumbent assists ITS leadership in maintaining visibility into project status, resource utilization, and operational priorities.

The IT Budget and Operations Specialist is expected to demonstrate initiative, adaptability, and a commitment to continuous learning. The incumbent must be willing to acquire new skills as needed to effectively support evolving organizational priorities and technology needs., + Maintain the approved ITS budget for every fiscal year and track the associated commitments, expenditures, and available balance.

• Monitor unanticipated (unplanned) expenditures and assess their impact on the approved budget.

• Keep ITS leadership informed of any risk of exceeding the approved budget by monitoring commitments and expenditure forecasts.

• Support and manage business transactions associated with RF IT vendor contracts, serving as the ITS department’s gatekeeper for financial and contractual processing.

• Review, validate, and coordinate the processing of vendor invoices and related expenses to ensure accuracy, compliance, and timely approval.

• Track contract terms, renewals, and usage to support effective vendor and cost management.

• Provide administrative and operational support for ITS departmental initiatives and activities.

• Assist with the administration and maintenance of the ITS project portfolio, including project intake tracking, prioritization records, schedules, milestones, resource assignments, risks, dependencies, project documentation, and status reporting within TeamDynamix (TDX).

• Assist with the development of appropriate TDX knowledgebase articles to support helpdesk agents, ITS, and RFCO users.

• Support the implementation and tracking of smaller technology initiatives and departmental improvement efforts.

• Assist ITS leadership with special projects, departmental planning activities, and operational support needs.

• Bachelor’s degree and 1-2 years of experience in business administration, finance, accounting, or a related field, or an equivalent combination of education and relevant experience.

• Strong proficiency in the Microsoft Office Suite, including Word, Excel, and PowerPoint.

• Strong analytical, problem-solving, and organizational skills, with the ability to develop practical solutions and manage competing priorities.

• Excellent written and verbal communication skills, with the ability to compile, summarize, and present complex information in a clear and professional manner.

• Demonstrated ability to work independently under general supervision, exercise sound judgment, and maintain a high level of accuracy and attention to detail.

PREFERRED QUALIFICATIONS:

• Experience supporting IT accounts payable and procurement activities, including coordinating procurement requests, obtaining vendor quotes, generating and tracking purchase orders, and monitoring software contracts and renewals.

• Experience using project and service management.

• Experience with Oracle EBS Suite or similar ERP systems.

• Experience developing reports, dashboards, presentations, and communication materials.

• Familiarity with annual ITS budget preparation, monitoring budgets throughout the fiscal year, producing monthly financial reports, forecasting expenditures, and reconciling invoices.

• Familiarity working in a complex, multi-stakeholder organizational environment (e.g., higher education, government, or large enterprise).

• Familiarity with IT project management practices, including coordination of cross-functional teams, tracking deliverables, and supporting stakeholder communications.

• Familiarity with IT outsourcing environments, including service level agreements (SLAs), vendor performance tracking, and evaluation processes.

The Research Foundation for the State University of New York is not an agency or instrumentality of the State of New York. Employees of the Research Foundation for the State University of New York are not state employees, do not participate in any state retirement system, and do not receive state fringe benefits. The Research Foundation for the State University of New York operates under a contract with The State University of New York and receives no directly appropriated state funding.