Executive Assistant to the VP/CIO of Enterprise Technology Services

This position supports the work of the Vice President and CIO in an executive support capacity coordinating and performing a wide variety of administrative, and executive support duties and the coordination of IT asset management including acquisition, life cycle management, document management, and retirement and disposal practices. This position works closely with the division’s Enterprise Directors who report to the Vice President and CIO. Critical responsibility is managing and tracking the budget, contracts, invoices, and payments in support of the College’s strategic plan.
As a member of the Enterprise Technology Services (STS) division this position strives to ensure consistency in its communication, actions, its strategic focus and digitalization, and innovation. This position is also responsible for supporting the mission of Spelman College by delivering technology, services, solutions, and guidance to Spelman faculty, staff, students, and the community in a professional, exemplary, service-oriented collaborative manner.

• Ensures efficient operation of the Enterprise Technology Services Office.
• Supports budget and procurement activities for the CIO and leadership team, consisting of 4 directors. Duties include preparing requisitions, creating purchase orders, and resolving issues with the procurement team.
• Specific budget responsibilities include reconciling division and Title III supplemental budgets to identify errors and manage budget risks.
• Serves as the office administrator for the VP/CIO of STS, managing all correspondence and billing issues.
• Transcribes and/or prepares letters, reports, memoranda, budgets, financial reports, requisitions, and other related materials by researching, assembling, and summarizing information and data.
• Maintains, forecasts, and monitors divisional budgets.
• Monitors and controls operating expenses to ensure that division financial goal are met. Prepares monthly budget reports for review by the Vice President/CIO.
• Responsible for working directly with the Budgets and Contracts department and Business and Finance department during internal and external audits to answer questions related to department expenses.
• Maintains various complex files, databases, records, and other financial reports.
• Conducts regular internal departmental audits of the business operations and makes a timely recommendations to various budget managers.
• Facilitates all STS technology asset acquisitions and ensures compliance with Spelman College policies and procedures. Responsible for auditing and analyzing asset purchases including but not limited to: hardware, software, and license renewals.
• Responsible for the life cycle management and document management of all software licenses, hardware support, and timelines for renewal agreements.
• Implements strategic and tactical operational plans to ensure the division and departmental goals are achieved.
• Organizes and facilitates face-to-face and online meetings, travel, conferences, and other special events for the office, as required.
• Facilitates effective and efficient communication among the departments reporting to the Vice President/CIO.
• Provides leadership in the training of new processes/procedures to Administrative Professionals supporting the departments within the division.
• Serves as a member of the Enterprise Technology Services leadership team

A Bachelor’s degree is preferred and five to seven years of progressively responsible administrative or executive support experience are required. Experience involving frequent public contact, pand roviding administrative office support service to a manager, executive, division, or department head is also preferred. Experience in a technology-oriented department is referred. An understanding of technology terminology is critical. The incumbent must be flexible; possess excellent interpersonal skills and project coordination experience; and have the ability to work well with all levels of internal and external customers. This position requires the ability to handle confidential and sensitive matters with diplomacy. Must be able to handle multiple tasks simultaneously and detail-oriented. The duties of this position require the ability to read, analyze, and interpret complex documents. Must possess excellent written and oral communication skills and demonstrate a high degree of professionalism and diplomacy. Must possess the ability to develop and negotiate contracts with vendors in support of the College’s educational technology needs. Must display excellent administrative, organizational, and time management skills while operating in a fast-paced environment. Must possess a strong work ethic and rbe eady to work extremely hard executing strategic plans. Self-motivated, positive attitude, mature personality, and being oriented are also necessary for success in this position. Significant independent action and judgment skills are required to handle complex activities and decisions. Must have a team-oriented focus. To perform this job successfully, the incumbent must be able to perform advanced skills using the Microsoft Office Suite. IT Asset Management certification and or training, is a plus. In addition to producing correspondence, memos, and e-mail, duties may involve assignments that require creating flyers/brochures, spreadsheets with formulas and pivot tables, PowerPoint presentations, mail merges, and graphs.

Title III budget experience A Bachelor’s degree is preferred Experience in a technology-oriented department is preferred.

NA

While performing the duties of this job, the employee is regularly required to: sit, walk, talk, and hear, use hands to move items, and operate a computer and other computer equipment. The employee is frequently required to stand. The employee is occasionally required to: reach with hands and arms, climb, stoop, kneel or crouch, and lift and/or move up to 15 pounds. Specific vision abilities required by this job include the ability to adjust focus.

Days

1% - 25%

Full-time

Non-Exempt

1

SC0465P

08/09/2022

Yes

Spelman College is an EEO/Minority/Female/Disabled/Veteran/Title IX Employer and we participate in E-Verify. We are a smoke-free campus.

Due to the current pandemic, Spelman College has instituted a COVID-19 PCR Based Testing requirement. You will need to provide a negative COVID-19 PCR test result from an FDA-approved test conducted by a testing site run by a local or state health department or conducted through a licensed health care provider (“Credible Facility”) within 5 days of the start date. Provided the facility is credible, you may take the test at a facility of your choice to be paid for by you. The college does not reimburse for this expense. The results will need to be submitted to Yemi Brown, Manager of COVID 19 Operation, at ibiyemibrown@spelman.edu,cell 832-466-4448 at the start of your first day.

Also, due to the heightened risk of contracting COVID-19 in an unvaccinated population and the spread of new variants, Spelman College is requiring COVID-19 vaccination of all faculty, staff, and students (collectively “Campus Community”) that have job duties, attend classes or are otherwise present on campus. You will need to submit proof of your full vaccination and booster to Yemi Brown at the start of your first day.

It is our hope to minimize transmission of the coronavirus in the workplace and academic setting by requiring occupational protection such as requiring face masks to be worn properly, requiring social distancing, and continuing to encourage frequent handwashing; thereby minimizing the potential transmission of COVID-19 to members of the campus community.