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The Executive Administrative Assistant to the Associate Vice President of Information Technology/Chief Information Officer typically performs duties which consist of office management, schedule coordination, research, and a variety of other tasks in order to assist the Vice President and division leadership. This individual should have a working understanding of Higher Education business and operations and become a subject matter expert resource for the division, and will assist in the completion of forms for the execution of process and procedure driven events. Tasks are most often performed autonomously and carried out to completion with exceptional customer service skills and the ability to interact effectively with individuals at all levels.
Requisition ID:
Position Number: 00001793
Employee Group: APSS
Schedule: 40 hours/52 weeks
Compensation: Level A
Benefits: Full-time
Reports to: Chief Information Officer/VP
Posting Opens:
Posting Closes:
ESSENTIAL FUNCTIONS
- Provide high level administrative support for the VP/CIO, and IT division directors by managing the duties of the executive office while promoting and achieving the goals of the College
- Serve as the first point of contact and front person for the Information Technology office by assisting students, faculty, and staff by screening visitors before allowing admittance into highly secured areas
- Answer VP/CIO’s, IT Division, and selected individual telephone lines
- Prepare minutes, letters, reports, articles, or other materials of an important or confidential nature
- Arrange travel for the CIO and Division staff for conferences and meetings
- Compile and prepare reports and/or materials regarding department annual budgets, fund transfers and reconciliation
- Create requisitions and process invoice requests for IT purchases
- Coordinate schedules with internal and external individuals, groups, and assets on behalf of the VP/CIO including on-campus conference room booking and virtual conferencing
- Draft and or revise routine correspondence on behalf of the VP/CIO
- Advise the VP/CIO on pending circumstances and/or College events
- Serve as a member and/or leader on teams or committees as requested by, or as mutually agreed upon with the VP/CIO
- Supervise & train front office IT student workers and/or contingent employees
- Ensure that the department completes the annual Hazardous Chemical inventory & Information Technology General Controls and General Ledger Controls Self Assessment
- Complete and submit Key & Building Access Request forms for new & current IT staff. Monitor emergency radio for the division, and respond to radio calls when appropriate
- Participate in professional development conferences, seminars, workshops, webinars, and online training sessions
- Effectively manage general office procedures, and complete tasks and responsibilities as assigned
- Regular attendance during normal scheduled hours is required. Being present is essential for serving customers and performing the essential functions of this position.
- Performs other related duties as assigned
JOB SPECIFICATIONS
Education Credentials
Work Experience
- Minimum of three (3) years of demonstrated successful executive level support experience required
- Experience in PeopleSoft Financials is preferred
Skills
- Proficient in PeopleSoft Financials (FSPROD), PeopleSoft Campus Solutions (CSPROD), Data Warehouse, ImageNow, Google Workspace, Microsoft Office, and internet search engines
- Ability to adapt and learn changing technologies and responsibilities
- Exceptional attention to detail and teamwork
- Possess excellent verbal, written, and interpersonal communication skills to communicate effectively with people of diverse ages, race/ethnic groups, gender identities, and socioeconomic backgrounds
- Strong working knowledge of accounting
- Must have excellent time management and organizational skills and be able to manage multiple projects simultaneously
Physical Demands
- Ability to lift and move up to 25 pounds
- Ability to sit for long periods at a computer
- Ability to operate a computer and other office productivity tools
- Ability to walk distances
Mental Demands
- Maintain the highest level of discretion when dealing with sensitive/confidential information
- Display patience, diplomacy, and excellent public relations skills
- Must possess excellent judgment in complaint resolution
- Participate in technology pilot programs for the College
- Take initiative and have effective decision-making skills to maintain workflow, and meet deadlines while handling day-to-day activities
- Possess excellent analytical and problem-solving skills
- Ability to function cooperatively as a team member in a fast-paced, high volume customer service setting
Working Conditions
- GRCC will comply with any mandated health and safety requirements. Compliance information is available on our policies website.
- Large office in a customer service setting on campus, or a private virtual setting
- Ability to work independently and with groups
- High stress, fast paced, indoor office or virtual environment
- May require occasional evening hours
- Travel to offsite locations may be required