As an IT Enablement Coordinator, you will be responsible for coordinating and enhancing the user experience for IT employees – Onshore & Offshore. You will work closely with HR to supporting the IT new hire onboarding experience. You will be responsible for supporting and tracking overall IT internal spend and forecast, and will be the liaison between IT, Finance, and HR to ensure the accurate headcount and spend forecast is communicated and managed. Work closely with various IT leaders to provide help and guidance on their spending and vendor engagement program. Support and coordinate IT new employee trainings. Support strategic alignment process with Penumbra business teams. Support activities to improve overall user experience working with various IT groups. You will also be assisting in managing and coordinating the relationship between key strategic vendors and IT business partners, understanding the complete breadth of professional services provided by vendors and current support services for each IT group. Responsible for understanding the types of services being provided to Penumbra IT, oversee work product of each vendor account, including projects, project cost, SOW management, SLAs, executive reporting and serve as point person for Penumbra IT VMO and Vendors. Partners with key stakeholders across the IT Org to ensure that financial, performance, risk and compliance requirements are being met as per Penumbra Supplier Quality, Legal, Finance requirements. Specific Duties and Responsibilities Partner with HR to assist in the coordination and enhancement of the IT new hire onboarding process; making sure new hires have all the required information, assets, access, cube allocated when they are onsite 1st day of their employment start. Manage basic training required for IT new hires - generic as well as specific to their job; introducing them to the rest of the team, send out a welcome email to new hires and rest of the IT team communicating the start of new employees. Organize a welcome lunch with the reporting manager and other senior members of the team. Assist in the coordination and vendor management to enhance the IT vendor relationship management program scalable to support Penumbra IT vendors / Partners working with Penumbra IT members on various projects or on-going operational support. Build effective relationships with suppliers/vendors and work to understand the service level agreements to manage supplier performance proactively to ensure to drive process improvements that will result in IT cost reduction, productivity, and service level enhancements. Establish vendor alliances through communication and information sharing. Ensure vendors remain focused on our mutual goals, plans, and investments to meet our growing needs. Ensure service levels are maintained, schedules are met, and formal reporting and invoicing are timely and accurate. Partner with the senior managers across IT to maintain the IT budget, forecast and identify opportunities for cost savings. Partner with senior management to assist in the negotiation of new and yearly software and hardware contracts. Support and plan IT employee trainings as part of the onboarding of new IT team members. Plan and manage IT meetings like – All Hands meetings, Strategy & Planning, Alignment meetings with other organizations within Penumbra. Track and manage IT headcount growth and hiring working with HR partner for IT. Support IT team in activities related to improving user experience for different employee profiles like manufacturing and non-manufacturing, office employees. Adhere to the Company’s Quality Management System (QMS) as well as domestic and global quality system regulations, standards, and procedures. Understand relevant security, privacy and compliance principles and adhere to the regulations, standards, and procedures that are applicable to the Company. Ensure other members of the department follow the QMS, regulations, standards, and procedures. Perform other work-related duties as assigned. Position Qualifications - Required Bachelor's degree in IT, Finance, or Business related degree with 3+ years of experience, or equivalent combination of education and experience Experience with vendor management practices. • Some experience in managing budgets and resources A detail-oriented individual with excellent analytical, financial, vendor management and communication skills. Candidate must be able to work effectively with outside vendors, internal legal and finance teams, technology team and lines of business. Excellent written and verbal communication skills. Ability to think and react in a high-energy, fast-paced environment with good organizational skills including prioritizing, scheduling, time management, and meeting deadlines. Comfort level with a very high volume, fast-paced operation in a time-sensitive environment. High level of proficiency with Microsoft Office products, particularly Word, Excel, and PowerPoint for providing purchase and vendor analyses, Excel and/or PowerPoint presentations for management Excellent interpersonal & problem-solving skills, written and verbal communication skills. Strong oral, written, and interpersonal communication skills High degree of accuracy and attention to detail Proficiency with MS Word, Excel, and PowerPoint Excellent organizational skills with ability to prioritize assignments while handling various projects simultaneously
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- Position Qualifications - Preferred
- Experience in purchasing, accounts payable, accounting-related, or administrative position desired
- Experience in IT and IT procurement: equipment, software licenses, and support contracts, and services desired
- Medical device, pharmaceutical, biotech, or other regulated industry experience desired
- Working Conditions
- General office environment
- Willingness and ability to work on site.
- May have business travel from 0% - 5%
- Requires some lifting and moving of up to 15 pounds
- Must be able to move between buildings and floors.
- Must be able to remain stationary and use a computer or other standard office equipment, such as a printer or copy machine, for an extensive period of time each day.
- Must be able to read, prepare emails, and produce documents and spreadsheets.
- Must be able to move within the office and access file cabinets or supplies, as needed.
