Administrative Assistant

Position Summary:

The IT & Fiscal Management Administrative Assistant provides comprehensive administrative support to both the Information Technology and Fiscal Management Departments. Reporting to the Senior Director of Information Technology/Chief Security Officer (CSO) this role manages communication coordinates office operations and supports centralized purchasing and budget tracking for both offices. The position requires a high level of professionalism confidentiality excellent communication skills (verbal & written) and the ability to work independently and collaboratively.

Essential Functions:

Information Technology Responsibilities (70%)

• Perform secretarial and administrative duties managing communication within the IT office.
• Maintain multiple points of contact (phone voicemail email campus mail) for the department; provide backup coverage for the Help Desk as needed.
• Attend and take minutes for IT committee and internal office meetings; organize and communicate action items.
• Track IT budget expenses and process all purchases for IT through Business Services.
• Manage centralized technology purchasing for the university: handle requests bidding quotes ordering tracking and inventory; assist with warranty issues.
• Compose letters memos spreadsheets reports and other documentation as requested.
• Coordinate schedules for IT management schedule meetings and assist with research and documentation for policies procedures and standards.
• Support strategic technology planning activities with IT personnel.
• Manage office equipment repairs/upkeep and office supply inventory/replenishment.
• Maintain vendor/contact relationships and communications; keep current files for each vendor.
• Organize and facilitate work-related meetings and functions involving various constituents.
• Provide responses messages or campus communication on behalf of the IT department for the Senior Director.
• Assist with inventory of campus hardware and software.
• Assist in procurement of campus technology in accordance with purchasing policy.

Fiscal Management Responsibilities (30%)

• Process items related to the office budget including check requests purchase orders budget transfers and ordering office supplies as needed.
• Assist the CFO in monitoring Capital Projects budgets.
• Prepare annual benchmarking materials.
• Receive and process all incoming mail for Fiscal Management.
• Schedule meetings record minutes and coordinate agendas and materials for the Finance Committee Audit Committee 403(b) Committee and Foundation Investment Committee.
• Coordinate and document annual policy reviews including collecting feedback and facilitating revisions.
• Assist in planning organizing and arranging special meetings and events as needed.
• Manage all correspondence files and records of contracts for Fiscal Management; coordinate with all departments to maintain the universitys contract files.
• Assist with processing and payments of audit and tax invoice.
• Handle mark and maintain sensitive and highly confidential material always exercising discretion.
• Support the Fiscal Management and Accounting Teams as needed from time to time.
• Perform other duties as directed by the CFO.

Minimum Qualifications:

• Bachelors degree preferred; high school diploma required.
• 13 years of advanced secretarial/administrative experience.
• Proficient in Microsoft Office 365 Applications
• Proficient in Technology (PC Mac AI Applications Phones Conference Room AV Social Media)
• Ability to function efficiently and professionally against the pressure of continual interruptions.
• Ability to demonstrate empathy and understanding towards those in need of service and repairs.
• Ability to perform challenging and sensitive administrative work using sound independent judgment.
• Possess excellent written and verbal communication skills and be detail oriented with good proof-reading skills.
• Basic - Intermediate understanding and ability to work various applications tied to the universitys student information system.
• Knowledge and experience in a service-related industry; special consideration given to those with direct experience in a technology or service-related field.
• Possess knowledge of general accounting expenditure tracking project management and inventory tracking.

Salary: Full-time position. $25.00 - $28.85 (Hourly)

Required Experience:

Junior IC