Office Coordinator-AIT

Job Overview
This position reports to the AIT Operations Manager and serves as a key contributor to advancing AIT’s academic, operational, and strategic goals. This role provides high-level executive, administrative, and operational support to the CIO while supporting the effective administration and coordination of the Academic and Institutional Technology office. This is a full-time position and pays $21-$24/hr.

Specific duties include but are not limited to:

• Serve as a first point of contact for general administrative needs of the AIT office, responding to routine questions and requests, providing assistance where appropriate, and directing matters to the appropriate AIT staff member when needed.

• Provide administrative support for departmental purchasing and financial processes, including processing purchase orders (POs), assisting staff with purchasing card (P-Card) questions and procedures, and helping coordinate related documentation and follow-up. Provide training to AIT staff, as needed.

• Maintain shared AIT Administrative office files

• Assist with the coordination of AIT departmental and leadership meetings, including scheduling, agendas, materials, meeting logistics, minutes, and follow-up on action items.

• Coordinate agendas, materials, minutes, decisions, and follow-up for technology governance groups, the AI Council, security committees, data governance, and other CIO-sponsored groups.

• Help maintain the technology strategic plan, annual goals, KPIs, project portfolios, and annual reports; gather updates from directors and prepare executive-level summaries.

• Gather information and prepare dashboards, summaries, presentations, and other materials that help AIT Administration assess performance and make decisions.

• Prepare materials for director meetings, track departmental commitments, maintain shared planning documents, and coordinate cross-functional work.

• Maintain CIO-level policies, procedures, committee records, organizational documentation, and institutional technology records.

• Serve as a liaison for the CIO with senior leadership offices and other campus partners, helping route requests and ensure appropriate follow-up.

• Conduct research, coordinate emerging initiatives, and assist with projects that cross organizational boundaries or do not naturally belong to one AIT department.

• Assist with additional administrative office duties as needed, such as onboarding new AIT staff, AIT department communications, student worker management, and updating AIT’s website.

This job description is intended to represent key areas of responsibilities; specific assignments may vary from time to time, and other duties may be assigned.

Professional Qualifications

• Bachelor’s degree Information Technology, Business Administration, a related field, or an equivalent combination of education and experience. (preferred)

• Three to five years of relevant professional experience in academic technology, higher education administration, operations, executive support, or a related area.

• Demonstrated ability to coordinate complex administrative and operational activities involving multiple stakeholders, competing priorities, and deadlines.

• Strong organizational, analytical, and problem-solving skills, with careful attention to detail and follow-through.

• Excellent written and verbal communication skills, including the ability to prepare correspondence, reports, presentations, documentation, and executive summaries.

• Demonstrated ability to gather, organize, and present information in dashboards, reports, and other decision-support materials.

• Experience coordinating meetings, committees, or governance processes, including preparation of agendas, materials, minutes, and follow-up.

• Experience supporting senior leadership, strategic planning, governance processes, or divisional operations. (preferred)

• Ability to exercise sound judgment, maintain confidentiality, and work effectively with faculty, staff, administrators, vendors, and other stakeholders.

• Proficiency with standard office productivity and collaboration tools, including word processing, spreadsheets, presentations, calendaring, and shared document platforms.

• Experience with budget tracking, purchasing, contracts, renewals, or vendor coordination. (preferred)

• Experience supervising or coordinating student employees. (preferred)

Faith Qualifications

• Affirmation of the Wheaton College Statement of Faith as a faithful expression of one’s own theological convictions
• Affirmation of the biblical standards for Christian character and God-honoring behavior described throughout the Wheaton College Community Covenant, and promise to adhere to them in personal practice
• Support of the Wheaton College Christ-Centered Diversity Commitment, the Gender Equity Vision Statement, and the College’s Convictions on Human Sexuality. These commitments can be found on the Wheaton College website.

Physical Requirements

The employee is regularly required to sit, talk, or hear; frequently required to use repetitive hand motion, handle or feel, and to stand, walk, reach, bend or lift up to 10 pounds.

FLSA Status - Non Exempt