Administrative Assistant - Information Technology

Description

The Administrative Assistant for Information Technology provides administrative and organizational support to the department. This position assists with coordinating office activities, maintaining departmental records and spreadsheets, and facilitating communication among campus users, vendors, and departmental staff. The role focuses on maintaining information, documenting activities, and supporting departmental operations rather than performing technical work. The position works closely with the CIO and department staff to ensure requests, documentation, and administrative processes are organized and communicated effectively.

Responsibilities

Administrative Support

• Maintain and update departmental spreadsheets, records, and files related to office activities, purchasing, inventory tracking, and other operational needs as directed.
• Assist the CIO with preparing forms, documentation, and administrative materials related to procurement, budgeting, and departmental processes.
• Maintain organized records for departmental documentation, equipment information, service agreements, maintenance activities, and related materials.
• Prepare and update purchasing and departmental spending documentation and spreadsheets as directed.
• Maintain and update records related to department equipment, supplies, and other tracked resources.
  
  

General Department Support

• Answer department phone calls and monitor departmental email accounts, directing inquiries to appropriate staff.
• Gather information from users who contact or visit the department office and relay relevant details to appropriate staff members.
• Support clear communication between campus users and department personnel by ensuring requests and information are documented and passed along appropriately.
• Assist the CIO with basic vendor coordination related to scheduling, documentation, and communication, as requested.
• Help coordinate meetings, schedules, vendor visits, and other office activities as requested.
• Draft, format, and distribute basic internal communications and notices as requested by department leadership.
• Provide general administrative assistance to the CIO and department staff as needed.
• Assist with maintaining office organization and departmental documentation.
• Perform other duties as assigned.
  
  

Requirements

Preferred Qualifications:

• Experience in administrative or office support roles.
• Experience maintaining spreadsheets, records, or office documentation.
  
  

Minimum Qualifications

• Strong organizational and administrative skills.
• Proficiency with Microsoft Office applications, especially Outlook, Excel, and Word.
• Strong interpersonal communication and customer service skills.
• Ability to manage multiple tasks and maintain accurate records.
• Ability to work independently while collaborating with a team.
  
  

Relationships

This position requires ongoing interaction with the campus and online communities. An individual in this position will be expected to maintain constant contact with their supervisor, the IT Team, and all users of the department’s services.

Knowledge, Skills, & Abilities

• Basic knowledge of computer software applications
• Excellent written and verbal customer service and communication skills
• Proven success working in a collaborative setting
• Must be able to work in a fast-paced environment
• Continually multitask
• Well organized
• Detail-oriented
  
  

Work Conditions

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Work is performed both outdoors and indoors under various conditions, with exposure to heat, humidity, cold, odors, machinery, and dust.

• Ability to lift/carry and push/pull a minimum of 50 lbs.
• Keying on a computer repeatedly during an 8-hour shift.
• Reaching/handling, stooping/kneeling, crouching/crawling, pushing/pulling.
• Ability to handle mental and physical stress to meet demands and deadlines.
  
  

***A professional CV/resume, cover letter, and three references are required to be uploaded when applying for this position.***

Founded in 1833, Stephens College is the second-oldest women's college in the United States, dedicated to providing innovative, experiential, and career-focused education across various disciplines. Located in Columbia, Missouri, Stephens College continues to be a leader in women's education, fostering a community where students are empowered to lead, innovate, and excel. The college also provides flexible, co-educational master’s degrees and certificates for working professionals, and is home to the co-educational Conservatory for the Performing Arts at Stephens College.

Ranked (over and over again) as one of the best college towns in America, Columbia, Missouri, is home to 36,000+ college students and 118,000 residents. Columbia — conveniently located approximately 100 miles from both Kansas City and St. Louis — has it all: big-time college sports, film, music and arts festivals, a high-energy arts community, amazing recreation, and a great downtown with lots of places to eat, shop, snack and check out the latest bands. The Columbia community offers outstanding health care options, as well as excellent educational opportunities for every level of student (including our own Children’s School).

Stephens offers an attractive benefits package that includes health insurance, an Employee Assistance Program, Supplemental Retirement Annuity, Faculty/Staff Grants, tuition waivers and tuition paid undergraduate classes for dependents. Full-time staff work 36 hours and are paid for 40!!

Be a part of this amazing community of innovative thinkers, doers and dreamers.

Stephens is an Equal Opportunity Employer and will recruit and employ qualified personnel without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, or status as a veteran.