Administrative Coordinator for Division of Data & Technology Services

Mid-America Nazarene University•Olathe, KS

About The Position

Under the direction of the Chief Information Officer, the Administrative Coordinator provides operational and administrative support to the Division of Data and Technology Services. The role supports 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. The position also supports student-worker recruitment and administration, receives and triages technology support requests, coordinates meetings and division operations, and assists with planning activities, special projects, and institutional initiatives. The successful candidate handles confidential institutional, personnel, and executive-level information with discretion and sound judgment and is committed to supporting the Christian mission and character of the university.

Requirements

High school diploma or equivalent.
At least 2 years of administrative or office management experience.
Strong organizational skills and ability to manage multiple concurrent tasks and competing priorities.
Excellent written and verbal communication skills and ability to interact professionally with students, faculty, staff, and external vendors.
Proficiency with Microsoft Office Suite, including Word, Excel, and Outlook, and ability to learn specialized software systems.
Attention to detail and accuracy in financial documentation and data entry.
Customer-service orientation and ability to remain calm and professional in high-pressure situations.
Ability to work independently with minimal supervision and know when to escalate issues.
Discretion and sound judgment in handling confidential institutional, personnel, and executive-level information.
Ability to maintain confidentiality with sensitive institutional and personnel information.
Commitment to the Christian mission and character of the university and willingness to support and contribute to a faith-based institutional community.

Nice To Haves

Bachelor's degree.
Experience in a higher education environment.
Experience with purchasing systems, budget tracking, or accounts payable processes.
Experience providing executive-level administrative support.
Familiarity with IT service management or ticketing systems.

Responsibilities

Prepare and submit requisitions for regular division purchases.
Manage vendor relationships for routine service contracts and serve as the primary contact for vendor invoices.
Maintain purchasing documentation and track divisional expenditures against budget allocations.
Assist divisional staff with recruiting, hiring, and onboarding student workers 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.
Serve as the first point of contact for incoming technology support requests by phone, email, and walk-in.
Triage support requests, gather initial information, and enter tickets into the IT service management system.
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.
Manage the CIO's calendar, schedule meetings and appointments, and prioritize 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.