Senior IT Administrative Analyst

Company Description

The Office of Innovation & Technology (OIT) is the central IT agency for the City of Philadelphia headed by the Chief Information Officer (CIO). OIT oversees all major information and communications technology initiatives for the City of Philadelphia - increasing the effectiveness of the information technology infrastructure, where the services provided are advanced, optimized, and responsive to the needs of the City of Philadelphia’s businesses, residents, and visitors. OIT responsibilities include: identifying the most effective approach for implementing new information technology directions throughout city government; improving the value of the city’s technology assets and the return on the city’s technology investments; ensuring data security continuity; planning for continuing operations in the event of disruption of information technology or communications services; and supporting accountable, efficient and effective government across every city department, board, commission and agency.

Job Description

This position has direct or indirect responsibility for a broad spectrum of administrative functions, including office administration, office management and procurement/invoicing,. Under general supervision of the CSSO, the Senior IT Administrative Analyst will serve as the right hand to senior executive(s); owning calendars, communications, meetings, and follow-through while using modern tools (M365, Teams/SharePoint, Copilot/ChatGPT, Power Automate) to streamline workflows. You’ll draft crisp communications, prep briefings and decks, track actions, and anticipate needs so leaders can focus on outcomes. Assignments will include compiling and analyzing data and coordinating multiple concurrent activities; providing confidential technical and administrative support to the CSSO; and establishing significant knowledge of organizational policies, procedures and practices. 

Essential Functions

This position will be responsible for the following: 

Executive Operations:

• Manage complex calendars, priorities, and constraints; proactively resolve conflicts.
• Orchestrate meetings: agendas, materials, attendee prep, minutes, and action tracking.
• Coordinate travel and events; handle logistics, itineraries, and expense reconciliation

Briefing & Communications 

• Draft emails, memos, talking points, one-pagers, and board/council materials; ensure tone and accuracy.
• Build and polish slide decks; maintain templates and speaker notes.
• Prepare situational briefs by synthesizing inputs from multiple teams; highlight risks/decisions

AI & Automation (Power-User Level)

• Use Copilot/ChatGPT to summarize meetings, draft comms, create KB articles, and extract action items.
• Build or maintain simple Power Automate flows (approvals, reminders, routing, notifications).
• Maintain shared To-Do/Planner/Lists for executive priorities and OKR/progress tracking.

Information & Records Management 

• Maintain organized SharePoint/Teams workspaces, permissions (basic), and version control.
• Track policies, deadlines, and deliverables; ensure records retention and accessibility standards.

Stakeholder & Vendor Coordination

• Serve as liaison with department leads, partner agencies, and vendors; prepare/track follow-ups.
• Support light procurement tasks (quotes, SOW intake, PO tracking) and budget logs.

IT/Tool Stewardship (Light)

• Triage routine access/permissions requests; open/track IT tickets; capture learnings in simple SOPs.

Competencies, Knowledge, Skills and Abilities

• Work independently on difficult or complex administration and clerical tasks 
• Accomplish work requirements in a timely manner 
• Exercise good judgment, courtesy and professionalism in receiving office callers and in making proper disposition of problems 
• Establish and maintain effective working relationships with various internal and external clients 
• Operate standard office equipment, personal computers, printers and scanners 
• Maintain confidential information and data 
• Set and maintain priorities with a large workload 
• Maintain project costs and expenditures via spreadsheets for all projects and cost centers 
• Proficiency in Microsoft Office Suite
• Strong problem‐solving skills ‐ communicates in a clear and succinct manner and effectively evaluates information/data to recommend courses of action
• Excellent communications skills: able to communicate effectively with IT and functional managers at all levels; able to influence