Administrative Support Coordinator - Information Technology Office

Type of Appointment:

Full Time, Probationary

Administrative Support Coordinator II

$4,367 - $5,219 per month

Monday
- Friday, 8:00am - 5:00pm

The mission of the Information Technology (IT) Division is to provide stewardship, leadership, and service in support of the teaching and learning mission of the University. Information Technology strategic goal is that technology will be recognized as an essential resource in furthering the university’s and division’s missions. Information Technology provides learning technologies, strategies, leadership and support, all of which enhance teaching, learning, the quality of the student experience, personal productivity, and administrative effectiveness.

The Division for IT provides innovative, strategic and cost-appropriate technology services in collaboration with the campus community to advance the mission of the University. Technology services are recognized as an essential resource in furthering the University’s mission. IT will provide technology solutions, expert consultation, and leadership resulting in numerous enhancements to the advancement of learning and knowledge and to the effectiveness of campus support services and business processes for the entire University.

• Provides support to the VP/CIO front desk, serving as the front-line contact for the office.
• Related responsibilities include answering calls, screening telephone calls and office visitors, answering routine and complex questions, responding to e-mails, and furnishing information to students, staff, faculty, and the public.
• Receipt of daily office documents and distribution to appropriate parties; ordering and maintaining office supplies and coordinating copier maintenance agreements and services.
• Organizes special events, training, and other activities.

• Orders, stores, tracks, and distributes office supplies and other materials.
• Assists employees in researching and procuring supplies, contract services, software and hardware. Includes ordering, receipt, and distribution of ordered equipment, software, and supplies.
• Creates and maintains departmental and financial files; completes forms, including some word processing of memos and letters, as well as design and production of departmental documents.
• Coordinates the scheduling of meetings and appointments; identifies scheduling conflicts prior to their occurrence; prepares, revises, and disseminates agendas.
• Schedules appointments, either by phone, Zoom (or similar), or in-person as directed.
• Makes contact with students, staff, administrators, visitors, faculty, and outside vendors on a regular basis, and has some form of communication with virtually every major office on campus.
• Demonstrates excellence in written and verbal communication skills, interpersonal interactions, and communication with department staff, in person, by telephone and via mail/email.
• Reviews correspondence/materials prepared or received by the AVP’s offices and takes appropriate action and/or follow-up.
• Assist with the student hiring process by preparing the required hiring forms.

• Assists in pricing and purchasing of certain types of supplies and equipment.
• Works with managers to prepare the appropriate paperwork that is highly technical and detailed; completes university requisitions and/or work orders as needed and may research costs.
• Understands and follows university and divisional policies, procedures, and guidelines in the completion of associated university forms and processes related to budget, procurement, travel, and invoice payment duties.
• Ensures that all forms and University purchasing procedures are followed throughout all stages of procurement (order, receiving, and distribution).
• Maintains records and an inventory of materials and equipment, and software licenses and renewals.
• Prepares Travel Authorizations, Travel Expense Claims/Reports, Foundation forms, and processes forms as required and assists staff with travel processes as requested.
• Works with the Business Operations Team to download…