Administrative Support - IT

Milton Hershey School (MHS) is one of the world's best pre-K through 12th grade private schools, where students from disadvantaged backgrounds are provided with a cost-free home and a top-notch education. Thanks to the generosity of Milton and Catherine Hershey in 1909, the school is fully endowed today, with the resources to ensure students can thrive. The school has prepared almost 12,000 graduates to lead fulfilling and productive lives and is expanding to serve more students.

MHS is seeking a full-time on-site Administrative Support position to join the Information Technology (IT) department. This position reports to the Sr. Director IT and is responsible for performing a diverse set of administrative duties to support the operation of the department.

Responsibilities include:

• Manage department purchases for 9+ IT management team members, which includes: facilitating contract language changes, routing contracts for signature, and entering contracts into the School's financial system; entering purchase orders; ensuring purchased items are received physically and in the financial system; managing procurement card purchases and monthly reconciliation; organizing quotes, proposals, contracts, purchase orders, and other related files electronically for reference.
• Assist with department budget management, which includes: creating and maintaining contract and budget spending spreadsheets, running monthly budget reports, performing research to resolve spending and budget concerns, and performing other financial related duties.
• Schedule appointments and coordinate meetings for the IT department; attend various meetings as needed to take notes; follow up with staff to ensure tasks defined in meetings are assigned.
• Support IT employee training and conference plans, by entering orders, submitting training applications and information, and making travel and hotel arrangements.
• Assist with managing the IT department's project management system to ensure projects are entered in a timely manner, being updated as projects progress, and being closed. Run routine project reports for analysis.
• Assist with creating and disseminating communication, documentation, and presentations using Microsoft Office products (Outlook, Word, Excel, PowerPoint).
• Assist with data entry into various School application systems and generating reports.
• Plan and coordinate work for student interns and workers, ensuring they have an authentic work experience.
• Address office matters expediently and professionally.
• Coordinate department activities.
• Collaborate with other administrative professionals.

• Associates degree
• Minimum of 3 years experience in high volume office administration
• Experience supporting department wide budgeting and financial reporting processes
• Experience managing procurement activities, including supporting the contract process, entering and managing purchase orders, and tracking procurement files
• Excellent written and verbal communication skills, as well as interpersonal skills
• Excellent organizational and multi-tasking skills
• Experience with managing finances and purchasing
• Proficiency with Microsoft applications (Word, Excel, PowerPoint, Outlook, Teams)
• Experience with PeopleSoft and Infinite-Campus is a plus
• Demonstrated initiative, good judgement, and ability to achieve meaningful results
• High degree of professionalism, customer service, and a high degree of integrity as all MHS staff are role models for students
• MHS desires candidates who are "all in" and eager to engage with students