Assistant to the Senior Associate VP for Administration & CIO

Summary

This position plays a critical role in the day-to-day management of the Information Technology administrative office. This position is involved with contract management, the overall IT hiring process, managing the calendar of the Senior Associate Vice President for Administration and CIO, coordinating leadership and departmental meetings while interacting with stakeholders at all levels and contributing to strategic planning. The role requires meticulous attention to detail, strong organizational skills, and a high level of integrity and discretion in handling sensitive information. The ideal candidate must be able to prioritize effectively and manage a diverse range of administrative tasks. There is an expectation that the person in this role be able to adapt quickly and respond to changing priorities and is a model for service excellence.

Responsibilities and Essential Duties

1. Manage the daily operations of the Information Technology administrative office.
2. Involved in the overall contract management process for the organization and authorized as the Senior Associate Vice President for Administration and CIO signature authority.
3. Manage the IT hiring process for the organization and act as the departmental liaison to HR and Equal Opportunity Compliance. Handle advertising and coordination of candidate interviews and itineraries.
4. Provide an onboarding session to all new full-time hires who join the organization, process requests for access, and maintain confidentiality related to employee files.
5. Process all status change and position authorization forms. Maintain the departmental organizational chart and new hire/separation metrics.
6. Coordinate employee separations and access removal requests.
7. Manage the calendar of the Senior Associate Vice President for Administration and CIO, including scheduling meetings with University leadership. Also manage the IT events calendar, ensuring important University dates and events are included.
8. Work with confidential and highly sensitive matters.
9. Participate in leadership meetings and coordinate monthly IT Updates for the organization-establish the agenda, determine presenters, and create the presentation slides.
10. Track and report departmental training to Equal Opportunity Compliance.
11. Express Cash account signatory. Approve payroll and Concur reports, oversee the administrative office budget and Michigan Tech Fund accounts.
12. ASPIRE space coordinator and responsible for submitting all departmental key requests through Public Safety and Police Services. Ensure safety and security trainings assigned.
13. Oversee the processing of all student EPAFs requests (over 100+ students during the academic year), Concur reports, moving and house hunting reimbursements, check requests, and any reallocations.
14. Maintain the internal IT employee Handbook. Assist employees with the interpretation of University and departmental policies and procedures.
15. Coordinate the annual performance management cycle for the leadership.
16. Maintain Google groups and Slack member list.
17. Coordinate annual IT events.
18. Commit to learning about continuous improvement strategies and applying them to everyday work. Actively engage in University continuous improvement initiatives.
19. Apply safety-related knowledge, skills, and practices to everyday work.

Required Education, Certifications, Licensures

* Associate's degree or an equivalent combination of education and experience from which comparable knowledge and abilities can be acquired.

Required Experience

* At least five years of progressively responsible experience in a similar role.

Desirable Education and/or Experience

* Experience working in higher education
* Experience with project management
* Experience using advanced features of standard software packages
* Experience creating PowerPoint presentations

Required Knowledge, Skills, and/or Abilities

* Demonstrated ability to handle confidential information and exhibit good judgment.
* Ability to handle multiple priorities in a fast-paced environment while keeping a professional demeanor, especially during peak times, with minimal supervision.
* Evidence of the ability to take initiative in managing projects and meeting deadlines while working both independently and collaboratively.
* Demonstrated attention to detail and accuracy.
* Excellent interpersonal, customer service, oral/written communication, and time management skills.
* Demonstrated ability to work collaboratively and collegially as a member of a team.

Desirable Knowledge, Skills, and/or Abilities

* Knowledge of University policies and procedures
* Ability to understand financial data and budgets
* Demonstrated success in, or potential future contributions to, working with persons from diverse backgrounds, creating a sense of belonging, and fostering a fair, objective, welcoming place to work for persons with a wide variety of personal characteristics and viewpoints.

Work Environment and/or Physical Demands

Required Training and Other Conditions of Employment

Every employee at Michigan Technological University will receive the following 4 required trainings; additional training may be required by the department.

Required University Training:
* Employee Safety Overview
* Anti-Harassment, Discrimination, Retaliation Training
* Annual Data Security Training
* Annual Title IX Training

Background Check:
Offers of employment are contingent upon and not considered finalized until the required background check has been performed and the results received and assessed.

1

FLSA Status

Exempt

Appointment Term

12 months

Shift

-

Pay Rate/Salary

The anticipated salary range for this position is $67,917 - $70,000; however, the final salary is negotiable based on experience and qualifications.

Title of Position Supervisor

Sr. Assoc VP - Admin/CIO

Posting Type

Dependent on Funding