Administrative Support Coordinator - Information Technology Office

Duties And Responsibilities

• Provides support to the VP/CIO front desk, serving as the front-line contact for the office.
  • 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.
  • Affords assistance in researching and procuring supplies, contract services, software and hardware.
  • 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.
  • 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.
  • Affords assistance with the student hiring process by preparing the required hiring forms.
• Financial/Budget, Procurement & Travel
  • Affords assistance 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.
  • 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 and prepare monthly invoices for payment for various division and campus wide telecommunication charges, and any other invoices associated with requisitions, purchase orders, and similar.
• Pick up staff and student paychecks.
  • Affords comprehensive administrative support, consistent with this job classification, assumes and carries out other duties and responsibilities at the discretion of the Executive Director for IT Business Operations.
  • Participates in employee training opportunities and professional development activities designed to enhance work effectiveness.
  • Attends and participates in departmental and campus events/activities.

Qualifications

• High School Diploma/GED - High school diploma or its equivalent.
• Five (5) years of progressively responsible experience in general office clerical or secretarial work or the equivalent.
• Comprehensive and detailed knowledge of applicable university infrastructure, policies, and procedures; thorough mastery of English grammar, punctuation and spelling; expertise in using office software packages, technology, and system; ability to independently handle multiple work unit priorities and projects; ability to interpret and apply policies and procedures independently, and use judgment and discretion to act when precedents do not exist; ability to troubleshoot most office administration problems and respond to all inquiries and requests related to work area; ability to understand problems from a broader perspective and anticipate the impact of office administration problems and solutions on other areas; ability to analyze operational and procedural problems and develop, recommend, and evaluate proposed solutions.
• Ability to perform business math, analyze budgetary data, and make accurate projections requiring some inference; ability to effectively write and present own reports; ability to effectively handle interpersonal interactions at all levels and handle highly sensitive interpersonal situations; ability to use negotiation and persuasion skills to achieve results and expedite projects.

Preferred Qualifications

• Extensive knowledge use of numerous computer software applications including Microsoft Outlook, Word, Excel, and PowerPoint.
• General knowledge of CSU university procedures and practices related to HR, payroll, procurement, and budget.
• Experience working in a higher education environment.
• Exceptional interpersonal skills coupled with the ability to develop an environment that promotes partnership and transparency with others.
• Excellent oral and written communication skills to effectively communicate with diverse academic and administrative constituencies including external campus entities.