Administrative Support Specialist

The Administrative Support Specialist provides comprehensive administrative and operational support within the University's Information Technology Services (ITS) department. This position assists with daily administrative operations, financial tracking, and documentation while supporting IT staff across the University, including those in schools and colleges.

The role directly supports the University's One IT initiative by contributing to coordinated, effective, and efficient operations across IT units. The incumbent plays a key part in fostering collaboration and consistency in administrative practices while demonstrating strong organization, attention to detail, and responsive service. This role requires the ability to manage multiple priorities, maintain confidentiality, and adapt to evolving operational needs.

Education and Experience

* Associate's degree or equivalent combination of education and experience.

* Minimum two years of administrative experience, preferably in higher education or a complex organizational environment.

Skills and Knowledge

Required:

* Ability to manage multiple priorities, maintain confidentiality, and work independently.

* Strong proficiency with Microsoft 365 (Outlook, Word, Excel, Teams) and Adobe Acrobat.

Preferred:

* Experience providing administrative support in an IT or technical environment.

* Familiarity with procurement systems, budget tracking tools, and asset management processes.

* Knowledge of Salesforce, Adobe Creative Cloud, and Windows and macOS operating systems.

Responsibilities

Administrative and Executive Support

* Provide professional administrative assistance to ITS leadership and staff, including scheduling, correspondence, meeting coordination, and document preparation.

* Support project tracking, communications, and documentation for departmental initiatives.

* Serve as backup administrative support for designated staff to ensure consistent operations.

Administrative and Operational Services

* Deliver a range of administrative services including procurement, budget tracking, travel coordination, and onboarding processes.

* Support IT staff in schools and colleges with administrative processes and coordination.

* Maintain records, forms, and templates to ensure compliance with University policies and procedures.

* Coordinate and maintain school/college Excel certification management, including tracking, scheduling, and communication.

* Provide administrative and logistical support for CART (Computing and Accessibility Resource Team) activities, meetings, and related initiatives.

Financial and Procurement Support

* Assist with budget monitoring, purchasing, and expense reconciliation in accordance with University and departmental guidelines.

* Process technology purchases, renewals, and vendor transactions accurately and efficiently.

* Track assets, software licenses, and service contracts to support financial and operational accountability.

Operational Coordination and Process Improvement

* Contribute to improving administrative processes and workflows within ITS to enhance efficiency and service quality.

* Collaborate with staff to implement best practices and ensure smooth coordination of administrative functions.

* Assist with preparation of reports, documentation, and communications for department-wide initiatives.

Other Duties

* Participate in departmental meetings and projects as assigned.

* Provide general office support including event coordination, supply management, and other administrative activities.

Physical Requirements

Not Applicable

Tools/Equipment

Not Applicable

Application Instructions

In addition to completing an online application, please attach a resume and cover letter.