Administrative Coordinator for Division of Data & Technology Services

Job Summary:

Under the direction of the Chief Information Officer, the Administrative Assistant provides essential operational and administrative support to the Division of Data and Technology Services. The Administrative Assistant ensures smooth daily operations by managing procurement workflows, coordinating divisional activities, providing executive support to the CIO, and serving as a liaison between the division and the broader university community.

Essential Duties and Responsibilities:

Purchasing and Vendor Management

• Prepare and submit requisitions for regular division purchases
• Manage vendor relationships for routine service contracts and serve as primary point of contact for vendor invoices
• Maintain purchasing documentation and track division expenditures against budget allocations

Student Worker Administration

• Assist division staff in recruitment, hiring, and onboarding student workers for the division in coordination with Human Resources
• Manage student worker schedules, timesheet processing, and employment documentation
• Monitor student employment compliance with university policies and work-study requirements

Support Intake and Coordination

• Serve as first point of contact for incoming technology support requests via phone, email, and walk-in
• Triage support requests, gather initial information, and enter tickets into the IT service management system

Division Operations and Meeting Coordination

• Schedule and coordinate division meetings, including leadership team meetings, all-staff meetings, and project working groups
• Prepare meeting agendas, take minutes, and distribute action items and follow-up documentation
• Support divisional planning activities, special projects, and institutional initiatives as assigned
• Maintain division documentation, shared resources, and communication channels

Executive Support to the Chief Information Officer

• Manage the CIO's calendar, including scheduling meetings, coordinating appointments, and prioritizing time commitments
• Coordinate logistics for CIO meetings with senior leadership, external vendors, and institutional committees
• Handle confidential correspondence and communications on behalf of the CIO
• Assist with special projects and strategic initiatives as directed by the CIO