Administrative Assistant - Technology Services

Job description


Administrative Assistant - Technology Services

Position Summary:
Reporting to the Chief Information Officer (CIO) and Associate Vice President of Technology Services, the Administrative Assistant's job is to provide accurate, detailed, and thorough administrative support and clerical office management to the CIO, Deputy CIOs, directors, and staff of the Technology Services department, as well as assisting the campus community with technology product purchasing most commonly including computer and printer purchases.

Essential Job Functions and Responsibilities:

  • Schedules and maintains calendar and appointments for Chief Information Officer and Deputy Chief Information Officer
  • Reconcile TS budget across multiple accounting lines and identify deviations and variations
  • Work closely with the office of finance to manage budget exceptions, invoicing, purchasing card reconciliation,
  • Provides clerical office management, including tracking and reporting on office supply budget
  • Technology product purchasing for department and campus community
  • Assists with computer replacement cycle and network printer purchases for faculty and staff
  • Creates, tracks, reconciles purchase orders for TS and other campus departments while maintaining a high-level of accuracy
  • Maintains physical and digital files for TS
  • Communicates to campus regarding outages and other IT related situations as appropriate using standardized email templates
  • Provides meeting and conference support such as scheduling events, ordering refreshments, reserving rooms, taking minutes as appropriate, providing agendas and other materials, and managing the campus event space registration system
  • Maintains strict confidentiality of privileged information
  • Administer shared files and directories in both Microsoft and Google environments
  • Manage incoming and outgoing mail, packages, and inventory. Based on a schedule to meet operational needs, deliver outgoing campus and U.S. mail and retrieve department mail up to twice daily, sorting and distributing mail to the appropriate individuals. Organize and prioritize mail for CIO and automatically handle routine matters on their behalf. Deliver all payroll and "confidential” mail unopened. Distribute and/or handle as noted.
  • Processes and submits PrintGreen deposits for tracking and reporting on printing
  • Review and approve PCard purchases
  • Arranges travel and conference registration for TS and other campus departments. Processes travel reimbursements
  • Tracks, processes and forwards invoices for signatures including TS, telephone services, and other campus departments
  • Provides reporting for a variety of departmental metrics including printing, budget, ticket handling, etc.

    Supervisory Responsibilities
    None

    Budget Responsibilities
    No direct budget responsibilities. Reconciles budget and approves PCard purchases monthly.

    Qualifications:
  • High School Diploma or G.E.D
  • 2-4 years of administrative experience
  • Personal computing competencies to include experience with word processing, spreadsheet, and asset inventory software, as well as electronic scheduling, purchasing, and budget software. These should include either Microsoft Office of Google G-Suite
  • Demonstrated exceptional customer service
  • Excellent written and verbal communication skills
  • High attention to detail
  • Ability to work independently and as part of a team
  • Ability to respectfully work, communicate and provide leadership within a diverse campus community

    Compensation and Benefits: Decisions about starting salaries are made based on the extent and relatedness of the candidate's education and experience and on internal equity and market considerations.

    Puget Sound offers a generous benefits package. For more information, visit: http://www.pugetsound.edu/about/offices-services/human-resources/overview-of-university-benefit/.

    Application Deadline: Search and selection procedures will be closed when a sufficient number of qualified candidates have been identified. Review of applications will begin immediately.

    Required Documents:
  • Resume
  • Letter of Interest

    Applications submitted without the required attachments will not be considered.

    All offers of employment are contingent on successful completion of a background inquiry and if applicable for the position, drug screen, physical test and functional assessment.

    Diversity Statement:
  • We acknowledge the richness of commonalities and differences we share as a university community; the intrinsic worth of all who work and study here; that education is enhanced by investigation of and reflection upon multiple perspectives.
  • We aspire to create respect for and appreciation of all persons as a key characteristic of our campus community; to increase the diversity of all parts of our University community through commitment to diversity in our recruitment and retention efforts; to foster a spirit of openness to active engagement among all members of our campus community.
  • We act to achieve an environment that welcomes and supports diversity; to ensure full educational opportunity for all who teach and learn here; to prepare effectively citizen-leaders for a pluralistic world.

    Puget Sound is committed to an environment that welcomes and supports diversity. We seek diversity of identity, thought, perspective, and background in our students, faculty, and staff. To learn more please visit: http://www.pugetsound.edu/about/diversity-at-puget-sound/

    The University of Puget Sound is an equal opportunity employer.

    To apply, visit: https://www2.pugetsound.jobs/psc/HR92PRD/EMPLOYEE/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_SCHJOB_FL&Action=U&FOCUS=Applicant&siteid=2





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    Job No:
    Posted: 1/13/2021
    Application Due: 1/22/2021
    Work Type: Full Time
    Salary: