Information Technology - IT Billing and Administrative Specialist

As the second-largest independent Catholic university in New England, and one of the fastest-growing private doctoral institutions in the U.S., Sacred Heart University is a national leader in shaping higher education for the 21st century. SHU offers nearly 90 undergraduate, graduate, doctoral and certificate programs on its Fairfield, Conn., campus. Sacred Heart also has a campus in Dingle, Ireland, and offers online programs. More than 10,000 students attend the University’s eight colleges and schools: Arts & Sciences; Communication, Media & the Arts; Social Work; Computer Science & Engineering; Health Professions; the Isabelle Farrington College of Education & Human Development; the Jack Welch College of Business & Technology; and the Dr. Susan L. Davis, R.N., & Richard J. Henley College of Nursing. Sacred Heart stands out from other Catholic institutions as it was established and led by laity. 

Sacred Heart University is a contemporary Catholic university rooted in the rich Catholic intellectual tradition and the liberal arts that cultivates students to be forward thinkers who enact change—in their own lives, professions and in their communities. SHU upholds a universal perspective, welcoming and valuing diverse faith traditions, including those from religious and nonreligious backgrounds. This catholicity, which is the basis of inclusivity, enriches dialogue, deepens understanding and strengthens our commitment to creating a more compassionate and just world.

The Princeton Review includes SHU in its Best 388 Colleges–2023 Edition, and Best Business Schools–2023 Edition. Sacred Heart is home to the award-winning, NPR-affiliated radio station, WSHU, a Division I athletics program and an impressive performing arts program that includes choir, band, dance and theatre. www.sacredheart.edu 
 
To apply

Only applications submitted through the official Careers at SHU site will be accepted for employment consideration. If you are viewing this job advertisement through a different site, please visit Careers at SHU to submit a formal application.

Qualified candidates are invited to submit a complete application and resume via our online application system. A cover letter or statement of interest is also preferred for all staff positions.

Sacred Heart University complies with all federal and state employment laws and regulations. Applicants must be lawfully authorized to work for any employer in the United States. We are unable to sponsor or take over sponsorship of an employment Visa for this position.

Position Summary

Responsible for managing all aspects of billing and invoicing within the IT department, ensuring that charges are accurately processed, appropriate chargebacks are made to other departments, and supplies are ordered as needed. Provide administrative support to the IT department by coordinating meetings and maintaining organized records.

Principal Duties & Responsibilities

Invoice Processing:

• Review, verify, and process invoices related to IT services, hardware, software, and other technology-related purchases.
• Ensure invoices are accurately coded and match purchase orders or contracts.
• Reconcile discrepancies and work with vendors to resolve billing issues.

Chargebacks to Departments:

• Manage the chargeback process for IT-related costs allocated to other departments, ensuring accurate cost allocation.
• Collaborate with various IT heads to ensure all chargebacks are justified and documented appropriately.

IT Supply Ordering and Inventory Management:

• Monitor inventory levels for IT office supplies.
• Order supplies as needed and maintain records of purchases and inventory levels.
• Coordinate with vendors to ensure timely delivery of supplies and resolve any supply-related issues.

Meeting Coordination:

• Schedule and coordinate special internal and external meetings for the VPITS and IT staff.
• Prepare and/or assist with meeting materials and presentation documents.
• Coordinate meal arrangements for meetings and events.

Record Keeping and Documentation:

• Maintain accurate and organized records of invoices, chargebacks, and supply orders.
• Generate reports as required by the IT Business Unit Manager or other leadership.

Collaboration:

• Work closely with budget, procurement, and other areas to ensure accurate and timely processing of IT-related expenses.
• Assist with budget tracking for IT-related costs and projects.

Other Administrative Support:

• Provide general administrative support to the IT department as needed.
• Greet and direct all IT visitors to the appropriate office areas.
• Perform other administrative services or tasks as requested by the VPITS or Business Unit Manager.

Knowledge, Skills, Abilities & Other Attributes

• Bachelor’s degree in Business Administration, Finance, Accounting, or related field preferred (or equivalent work experience).
• Minimum of 2 years of experience in billing, invoicing, or financial administration, preferably within an IT or technology-related environment.
• Experience with chargebacks and supply management is a plus.
• Strong proficiency in Microsoft Excel, other Microsoft tools, and billing software or ERP systems.
• Excellent organizational and time management skills, with the ability to prioritize and manage multiple tasks effectively.
• Detail-oriented with strong problem-solving skills and the ability to reconcile discrepancies.
• Strong communication skills, both written and verbal, with the ability to interact with internal stakeholders and vendors.
• Ability to work independently and as part of a team in a fast-paced environment.
• Utilize discretion and maintain confidentiality.
• Familiarity with financial processes and invoicing.
• Basic understanding of IT-related terminology, equipment, and software is preferred.

Unusual Working Conditions

May be required to work during off hours/weekends and respond to any IT emergencies escalated to this role.

This job posting provides an overview of the role's general nature and expected tasks. It is not meant to be a comprehensive list of all duties performed. The university reserves the right to modify or reassign job responsibilities at any time. This posting description does not constitute an employment contract, either explicit or implied.