Assistant to the Vice President for Operations and Chief Information Officer

Muhlenberg College

6d•Onsite

About The Position

This position provides executive support to the Vice President for Operations and Chief Information Officer and manages the business operations of the Office of Information Technology. The role is divided roughly equally between two areas: executive support to the Vice President, and management of the department's operating budget, technology purchasing, and vendor relationships. Because all technology purchasing at Muhlenberg flows through Information Technology, the position serves as a point of coordination for departments across campus. The successful candidate will be organized and detail-oriented, able to manage competing priorities and recurring deadlines, able to handle confidential matters with discretion and professionalism, and able to maintain an understanding of the Vice President's priorities and the strategic priorities of the College. Training will be provided on the College's purchasing systems and processes.

Requirements

Minimum three years of experience in executive or administrative support, office management, or business operations.
Hands-on experience with budget tracking and at least one of the following: purchasing, invoicing, or financial recordkeeping.
Experience with budget tracking, purchasing, invoicing, or financial recordkeeping; training will be provided on College-specific systems and processes.
Strong planning and organizational skills, with exceptional attention to detail.
Ability to manage multiple priorities and recurring deadlines independently, and to accurately set expectations.
Ability to collaborate and establish successful working relationships with a diverse range of people and job functions across the College.
Excellent communication and interpersonal skills, in formal documents, briefs, letters, emails and other communications.
Ability to understand, interpret and communicate process and policy accurately.
Proven ability to maintain confidentiality and experience working with confidential and/or sensitive data.
Comfortable using spreadsheets to organize data and provide information that supports decision-making.
Strong understanding of Google Workspace/Docs and Microsoft Office Suite, and ability to learn a variety of technological tools.
Ability to quickly learn new tools and technologies; interest and experience in using technology to improve work efficiency.
Ability to effectively manage regular interruptions while maintaining accuracy.
Demonstrated approach to problem solving; ability to respond accurately and professionally to inquiries and complex matters.
Commitment to diversity and inclusive excellence in support of our campus community.
Successful completion of background checks.

Nice To Haves

Experience supporting a senior leader and coordinating vendor relationships preferred.
Bachelor’s degree in business administration, finance, accounting, or a related field preferred. An equivalent combination of education and relevant experience will be considered.
Workday experience is a plus.

Responsibilities

Manage the day-to-day organization of the Vice President's calendar, activities, and priorities.
Organize and support meetings with a diverse range of internal and external stakeholders, including preparation of agendas and materials.
Take minutes at leadership team and other meetings as needed, and track follow-up items.
Prepare correspondence, reports, and presentation materials, including materials for Senior Staff and Board meetings.
Manage administrative aspects of the Vice President's role across Information Technology and Plant Operations in an effective and professional manner.
Handle confidential and sensitive matters with discretion and professionalism.
Serve as a liaison between the Vice President's office and campus offices, and coordinate departmental scheduling and office functions.
Provide phone support for the department's main number and greet and assist visitors.
Provide day-to-day management of the Office of Information Technology operating budget, including tracking, reconciliation, and invoice processing.
Provide information and analysis in support of departmental budget preparation, and flag variances against budget.
Coordinate technology purchasing for the College, working with departments to process requests accurately and efficiently.
Enter purchase order data in Workday, track deliveries, accept and process receipts against purchases, coordinate disposition, forward appropriate information to Payables, and assist managers in review and approval.
Obtain and compare vendor quotes, and coordinate with the Business Office on purchasing policy and approval requirements.
Maintain the departmental vendor and contract inventory and database, including agreement terms, expiration dates, and renewal conditions.
Maintain a renewal calendar for contracts and software licenses, and initiate renewal review in advance of expiration and auto-renewal deadlines.
Serve as day-to-day point of contact for technology vendors on ordering, invoicing, and account questions.
Maintain departmental files for purchasing, contracts, and licenses.
Other duties as assigned.

Benefits

Generous paid holidays, including three days off for Thanksgiving and an extended winter break between Christmas Eve and New Year’s Day
Vacation and sick leave
Eight weeks of paid parental leave
Life Sports Center membership
Undergraduate and graduate tuition opportunities
Medical, dental, and vision coverage
Flexible spending accounts
Short- and long-term disability coverage
Life insurance
Retirement benefits
Qualifying employer under the federal Public Service Loan Forgiveness Program