Administrative Assistant to Vice President of Technology & Operations

Employment Terms: This job is a full time, benefited, FLSA Exempt position in the Technology & Operations Division that reports to the Vice President of Technology & Operations.

Salary: Targeted salary is commensurate with education and experience

Minimum Qualifications: Bachelor’s degree *and* One (1) year of work related experience OR Associate Degree in Business Administrative Technology *and* Two (2) years of work related experience

Note: Experience may substitute for the degree on a year-for-year basis.

Technical Skills and Competencies:

Customer service, interpersonal relations and public service; confidentiality; use of computers and job related software; basic conflict resolution; professional and effective oral and written communication; knowledge of modern office practices and procedures; ability to operate workroom machinery such as fax machines, copiers, scanners, shredders, etc.; ability to prioritize and schedule tasks to meet deadlines and objectives

Job Summary: The Administrative Assistant to Vice President is responsible for a variety of administrative support functions to assist the vice president of the college. Monitors use of and maintains supplies, equipment and/or facilities maintenance needs. Enters data from forms into computer. Coordinates meetings and management activities for Technology & Operations. 

Job Responsibilities & Performance Standards:

• Perform and complete variety of tasks and assignments associated with support functions for the Vice President of Technology & Operations (VP, IT & Ops) and assigned Tech & Ops division

  • Receive and distribute correspondence and mail daily

  • Answer telephones and greet visitors, record messages as needed; filter faculty/staff traffic to VP’s office

  • Coordinate calendar, travel arrangements, reimbursements, and associated records in timely, accurate, and efficient manner

  • Maintain Technology & Operations SharePoint site

  • Maintain vice president office files

• Monitor use of and maintain supplies, equipment and/or facilities for division;

  • Monitor and orders office supplies

  • Enter service tickets as needed for facilities, IT, and equipment

• Enter data from forms, records, reports and/or other sources into computer for purposes such as maintaining databases and complete incidental word processing and spreadsheet assignments

  • Manage budget records coordinating with sub departments

  • Monitor IT and facilities tickets to ensure appropriate SLAs are met.

  • Research, organize, and report state wide contract changes to ensure procurement meets guidelines year to year.

  • Perform and complete administrative tasks and assignments

• Direct and supervise clerical interns and/or work study students assigned to the department

• Participate in special projects and committees as directed by the supervisor

• Coordinate meetings and management activities

  • Prepare agendas, facilities, and materials

  • Record minutes in a thorough and timely manner

  • Assist VP in prep for meetings

• Complete assignments associated with personnel support functions

  • Manage budget development, maintenance, and balances, and p-card transactions/reports

  • Manage procurement, contacts, inventory

  • Process personnel transactions– postings, initial candidate review, hire, termination, promotion, pay adjustments, etc.

  • Maintain leave request and travel form documentation and enter on calendar

  • Schedule and organize performance management evaluations and plans

  • Assist with organization and filing/binding of meeting materials (board minutes, initiative/committee materials, projects, etc.)

• Conduct general operations of technology & operations.

  • Readily participate in Technology & Operations functions such that support the college

  • Assist with purchase orders and tracking

  •  Work with facilities, IT, and Public Safety admins.

  • Coordinate necessary room reservations and preparations

  • Utilize p-card for immediate division purchases

• Accommodate professional development and committee/task force service

  • Manage T&O events i.e. holiday lunch, division professional development, activities, etc.

  • Attend training for skill knowledge and maintenance

  • Read and stay up to date on higher education trends

  • Serve on committees and task forces

• Display high level of effort and commitment to performing work, operates effectively within the organizational structure; demonstrates trustworthiness and responsible behavior

  • Demonstrate eagerness to learn and assume responsibility; seek out and accept increased responsibility; display a "can do" approach to work

  • Exercise confidentiality with all matters of the VP

  • Show persistence and seeks alternatives when obstacles arise; seek alternative solutions; do things before being asked or forced to by events

  • Work within the system in a resourceful manner to accomplish reasonable work goals; show flexibility in response to process change and adapts to and accommodates new methods and procedures

  • Accept direction and feedback from supervisor and follow through appropriately

Note: No phone inquiries please.  Due to the volume of applications received, we are unable to personally contact each applicant.  If we are interested in scheduling an interview, a representative from our college will contact you.