Administrative Assistant

Provides advanced administrative and operational support to the Chief Information Officer (CIO) and the Office of Information Technology (IT). Performs a variety of administrative, fiscal, and office management functions, including executive scheduling, departmental purchasing and budgeting, committee coordination, records management, travel coordination, and communication support. Maintains confidential information and provides professional customer service while serving as a liaison between IT and campus stakeholders. Exercises independent judgment and discretion in performing assigned responsibilities and supports the effective operation of IT programs, services, and initiatives. Executive and Administrative Support - Perform administrative functions for the Chief Information Officer, including compiling, writing, editing, and preparing memoranda, correspondence, reports, presentations, agendas, and other business documents. - Coordinate executive calendars, schedule meetings, arrange travel, and provide telephone and office support. - Assist with planning and coordinating departmental events, meetings, and special projects. Fiscal, Budget, and Purchasing Administration - Provide office budgeting and purchasing functions, including processing fiscal and budgetary documents. - Prepare requisitions and purchasing documentation in accordance with College policies and procedures. - Track inventory, reconcile budgets, process travel-related expenses, and maintain fiscal records. - Perform Inter-Departmental Billing (IDB) activities and related accounting support functions. Office Operations and Records Management - Perform administrative duties for the office, including handling confidential personnel, budgetary, and operational information. - Maintain filing systems, attendance records, employment records, and departmental documentation. - Coordinate activities and communications with other College departments and external organizations. - Support compliance with College policies, procedures, and administrative requirements. Research, Reporting, and Committee Support - Conduct research and analysis and prepare reports and supporting documentation. - Serve as secretary or administrative support for technology committees, advisory groups, and departmental meetings. - Record meeting minutes, document action items, and distribute meeting materials. - Prepare and disseminate information to faculty, staff, administrators, students, and external stakeholders. General Secretarial and Customer Service Support - Provide general secretarial support, including word processing, correspondence preparation, filing, records maintenance, information gathering, and document management. - Respond to inquiries and provide customer service to College employees, students, vendors, and community partners. - Support special projects and perform related duties as assigned. Knowledge, Skills & Abilities - Ability to operate computers and other office equipment with a high level of proficiency. - Experience with Microsoft Office applications and Microsoft 365 services. - Ability to coordinate activities with other teams within OIT as well as with departments external to OIT. - Proficient understanding of requisition processing, purchasing procedures, and procurement guidelines. - Ability to generate budget reports and coordinate departmental travel. - Ability to use enterprise resource planning (ERP) or financial systems to access, review, and generate budget and financial reports. - Ability to perform Inter-Departmental Billing (IDB) activities. - Ability to perform clerical and administrative tasks accurately and effectively under strict deadlines. - Excellent keyboarding an d typing skills. - Ability to take concise and accurate notes during technical committee and staff meetings. - Ability to conduct research and analysis utilizi g internet-based resources and business systems. - Ability to work with, maintain, and safeguard confidential information. - Ability to effectively follow written and oral instructions. - Demonstrated proficiency in business English, mathematics, writing, spelling, punctuation, and vocabulary. - Ability to exercise sound judgment and maintain professionalism in a customer service-oriented environment. - Ability to understand College policies, procedures, programs, and operations. - Ability to communicate effectively with a broad range of people with a variety of abilities and backgrounds, to maintain good working relationships across the College. - Ability to establish and maintain positive working relationships throughout the College. - Ability to work with all groups from a variety of academic, socioeconomic, cultural, and ethnic backgrounds, and with community college students, faculty, and staff, including those with disabilities. - Ability to adapt to changing priorities and work schedules when operational needs require flexibility.