Administrative Assistant I - Information Technology Department

Location: Main Campus - Dayton, OH
Full-time, regular position

About the Role

The Administrative Assistant I – Information Technology provides high-quality administrative support to the Chairperson and full-time and part-time faculty within the Information Technology department, ensuring the department operates efficiently and professionally while fostering a welcoming, collaborative environment. The Information Technology (IT) department offers students a robust, hands-on education tailored to the demands of the modern tech industry. The program features state-of-the-art facilities, experienced faculty, and a curriculum designed to provide practical skills in areas such as cybersecurity, networking, and technical support.

Responsibilities

• Perform a variety of clerical tasks including:
  • Type, format, and proofread correspondence, reports, presentations, etc.
  • Establish and maintain paper-based and electronic files
  • Process and duplicate materials
  • Prepare and process purchase requisitions, food requests, and duplication requests for both Dayton and Centerville campus programs
  • Perform reception duties and schedule appointments, when appropriate
  • Inventory and order office supplies
  • Process incoming and outgoing mail
  • Update Chairperson’s calendar, when appropriate
  • Take messages and transfer calls, appropriately
• Answer customers’ questions. Provide accurate information to internal and external customers by maintaining a current knowledge of college-wide policies/procedures and working closely with other departments
• Respond respectfully and appropriately when assisting external and internal customers
• Coordinate, order, process, and receive office supplies for Department
• Create and proof correspondence, documents, and reports
• Process requisitions, purchase card orders, duplication requests, food requests, physical plant requests, room scheduling requests, book order requests, prepare travel expense requests, and arrange transportation and accommodations for traveling faculty
• Prepare and maintain necessary agendas, materials, and minutes for meetings, as well as logistical arrangements for meetings
• Assist Chair in gathering information and putting together reports for program reviews and accreditation
• Assist Chair in scheduling classes and personnel
• Track enrollment for CIT
• Prepare and maintain accurate payload reports
• Coordinate travel for department chair, faculty, and external grant related travel through approved travel system
• Help plan, coordinate, and execute department events held throughout the year, including faculty and advisory board meetings, workshops, student events, grant-related functions, and community and industry partnership events
• Manage event logistics, including room reservations, catering and food orders, audiovisual and equipment needs, signage, and setup and teardown
• Serve as primary point of contact for event vendors, guest speakers, and visiting grant members before and during events
• Coordinate with Conference Center to schedule rooms for events and execute contracts with Conference Center
• Perform all necessary tasks in preparation of all meetings
• Perform other related duties as assigned/needed

Requirements

• Minimum of a high school diploma, or equivalent required; associate’s degree in a related field preferred
• Minimum of two (2) years of office experience required
• Strong computer skills with proficiency in applicable software systems used by the college preferred
• Excellent organizational and time management skills, communication, writing, interpersonal skills, telephone etiquette, positive attitude, and a strong desire to assist people preferred
• Provide customer service in a responsible manner by being knowledgeable, supportive, ethically aware of diversity and cultures, and treating each customer with respect preferred
• Knowledge of other college departments and their functions, especially in relation to this department preferred
• In-depth knowledge of program curriculum and admission requirements preferred
• Initiative and problem-solving skills preferred
• Demonstrated ability to manage tasks with a high level of accuracy and attention to detail required
• Knowledge of Microsoft Office preferred
• Experience planning or coordinating events preferred
• Strong verbal communicator and active listener, able to convey information clearly and understand the needs of faculty, staff, and students preferred

Pay

Starting salary: $35,194.00

Benefits

• Tuition waiver for employee for all Sinclair courses and programs
• Support for continued professional development, including tuition reimbursement for other universities and colleges
• OPERS pension participation, with 14% employer contribution
• 3+ weeks of personal and vacation leave, 3+ weeks of sick leave annually
• 14 days of annually observed company holidays
• Expansive and competitive insurance programs, including an HSA with annual employer contribution available
• High quality programs and events for work-life balance