IT Operations Administrative Assistant
Job Title: IT Operations Administrative Assistant
Classification: C5
Department: Information Technology
Updated: August 2024
Job Summary
This position is responsible for supporting the senior leadership staff, performing confidential administrative work, and managing daily operations of Information Technology.
Essential Functions:
Executive Assistant:
- Schedule and coordinate all appointments, meetings, and conferences for all IT Senior Leadership (SLT), including logistics arrangements.
- Track and reconcile expenses, ensuring adherence to budgetary guidelines.
- Screen and prioritize phone calls, emails, and other communications for SLT.
- Handle sensitive information with discretion, maintaining confidentiality.
- Adapt to the changing priorities and responsibilities of the SLT.
- Utilize GVSU software to enhance operational efficiency.
- Serve as backup to the VP Executive Assistant.
Contract Management and Budget:
- Monitor and review the Enterprise Resource Planning (ERP) software budget to ensure accurate and appropriate charges.
- Collaborate with Senior Leadership to ensure vendor contracts align with university policies and standards.
- Maintain a centralized repository for all IT contracts.
- Manage the timely renewal or termination process of contracts.
- Act as liaison with vendors for onboarding new contracts and resolving billing issues.
- Work closely with departments such as legal, finance, and procurement.
- Process single and multi-year requisitions for contracts.
- Generate regular reports on contract performance and compliance.
- Provide insights into management for strategic decision-making regarding contracts.
- Serve as the point of contact for all Information Technology business practices, ensuring office compliance with university business standards and addressing financial inquiries.
- Review and manage expenses and requisitions for designated cost centers as the cost center assistant.
Office Management:
- Serve as a liaison with internal and external contacts and departments, preparing materials, updates, and handling functions related to Information Technology.
- Assist faculty, staff, and students with administrative problems or concerns.
- Manage multiple departmental email accounts, responding to inquiries and forwarding to the appropriate contacts as necessary.
- Responsible for hiring and training student workers.
- Perform other duties and projects as assigned.
Non-Essential Functions:
Not Applicable.
Required Qualifications:
- High school graduate or equivalent.
- Minimum of five years of relevant work experience.
- Demonstrated administrative and organizational skills.
- Experience with various computer software applications such as Microsoft Office and/or equivalent.
- Data entry experience.
- Typing and spelling competency with grammar and proofreading skills.
- Possess strong verbal and written communication skills.
- Demonstrated experience to successfully provide quality customer service.
- Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
- Demonstrated experience to successfully coordinate large projects.
- Demonstrated experience to successfully handle multiple demands efficiently.
- Demonstrated experience in a supervisory role or equivalent.
- Demonstrated experience to successfully organize and prioritize workload.
- Demonstrated experience to handle complex budget records and assist with financial concerns.
- Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgement.
- Ability to work under pressure and meet deadlines.
- Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
- Ability to maintain positive intercultural and interpersonal relationships.
Preferred Qualifications:
- Experience in higher education.
- Experience in the creation and publication of promotional materials.
- Budget management experience.
- Familiarity with University Business Office policies and procedures.
- Experience with enterprise-level contract management.
Supervision Received:
Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility
Supervision Exercised:
Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division.
Physical Demands:
To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.