Assistant to the Vice President for Information Technology (PT)

Job Description

Job Description

Under the direction of the Vice President for Information Technology, the Assistant provides secretarial and administrative support to the Information Technology (IT) department, and in particular to the Vice President; performing a variety of administrative, coordinating, and logistical services in support of the operation of the team.

The incumbent assists in the management of information within the department. This includes keeping up to date on the department’s current activities; responding to general external and internal requests for information; liaising with staff from other departments and divisions. In addition, the incumbent assists in IT procurement, contract renewals, and related vendor engagement.

This is a part time, hourly, position.

Example of Duties :

• Coordinates the day-to-day operational and administrative activities of the Vice President by maintaining his or her appointment calendar, organizing and prioritizing incoming flow of administrative work, maintaining a monitoring system, and following-up to ensure timely responses; preparing for meetings and arranging web conferences.
• Organizes and actively supports meetings, including but not limited to, contacting participants, preparing documentation for distribution, and coordinating administrative and logistical arrangements. Documents decisions and action items; drafts and distributes minutes; and tracks follow‑through to ensure accountability and timely completion of assigned tasks.
• Issues purchase requisitions for supplies, services and equipment, tracks all IT purchases, invoices, and payments and serves as the primary liaison with the Purchasing and Accounts Payable departments.
• Coordinates general office procedures; maintains office files; screens incoming correspondence and communications; provides clerical support; orders office supplies as needed.
• Contributes to managing information of the department by serving as a Teams and/or SharePoint administrator
• Facilitates communication on behalf of the Information Technology department by updating service notices on the College portal and knowledge base, and preparing and posting announcements on the portal and sending them via email, as necessary.
• Assists with updating and maintaining IT knowledge base articles and other resources, ensuring content is accurate, current, well‑organized, and aligned with established IT procedures and standards.
• Prepares forms and composes correspondence and memoranda independently for the Vice President.
• Makes conference, training and travel arrangements for the Vice President and members of the IT department.
• Coordinates IT training activities, including scheduling initial training sessions, supporting employee training and orientation, administering and presenting surveys, tracking participation and completion, and preparing quarterly reports summarizing training participation and survey results.
• Provides comprehensive budget support, including preparation of financial materials for Board agenda items, tracking contract renewals, monitoring operating and capital expenditures, maintaining budget and capital project tracking reports, and ensuring accuracy and timeliness of budget-related documentation.
• Perform other related duties, as assigned.

Qualifications:

• Bachelor’s degree required; or AA or AS degree and two or more years equivalent experience.
• Proven ability to maintain strict confidentiality
• Excellent communication and interpersonal skills
• Ability to organize and work independently
• Must have experience in editing written materials for spelling, grammar, and punctuation
• Excellent word processing skills and experience creating and maintaining spreadsheets

Preferred :

• IT background or experience supporting technology systems, applications, or IT administrative functions a plus.

The completion of a background check will be required for the selected candidate.

Compensation: Compensation is determined by a variety of criteria, including but not limited to, previous relevant experience, education level, and certifications. The hourly pay range for this position is $25-$28.

Benefits:

• New Jersey Sick Leave : Earn 1 hour of sick leave for every 30 hours worked with a maximum of 40 hours of leave per benefit year. (Eligible to use after successful completion of probationary period.)
• Employee Assistance Program provides free, confidential, limited counseling services, work-life assistance, legal and financial guidance.
• Commuter Benefits: Free parking access is provided on site. An optional Transit Pre-Tax Plan is available which allows employees to use pre-tax dollars to purchase eligible transit expenses.
• NJ Defined Contribution Retirement Program provides eligible members with a tax-sheltered, defined contribution retirement benefit, along with life insurance and long-term disability coverage. (Must meet eligibility requirements.)