IT Administrative Assistant

Parkland College

7d•Onsite

About The Position

The IT Administrative Assistant is responsible for processing central IT purchasing for the College, tracking of software contracts, assisting the CIO in managing the departmental budget, coordinating IT Governance meetings, providing administrative and clerical support to the department staff. The IT Administrative Assistant is a full-time, 12-month, Professional Support Staff appointment on a schedule established by the Chief Information Officer. Internal and external events occasionally necessitate an altered work schedule. The IT Administrative Assistant must be able to work effectively with users in a high-volume environment with minimal supervision, frequent interruptions, and working on simultaneous tasks. Common interactions include staff, faculty, and outside vendors.

Requirements

Associate’s degree; OR three (3) years prior work experience; OR an equivalent combination of education and related work experience.
Prospective new hires will successfully complete a post offer, pre-employment criminal background check with fingerprinting. The background check review includes, but is not limited to, exclusionary offenses per the Illinois School Code and Title IV of the Higher Education Act.
Knowledge and experience with budgeting and budgeting concepts.
Strong verbal and written communications skills including excellent command of the English language.
Functional ability in current work processing, database, and spreadsheet software packages with the ability to learn the Parkland information system and new programs as technology changes.
Maybe required to lift and move computer equipment weighing up to 25 pounds.
In an effort to comply with SURS return-to-work restrictions for employers (40 ILCS 5/15-139.5), candidates for employment at Parkland College must either not be a SURS annuitant or must be willing to suspend his/her SURS annuity upon employment. This applies to all SURS annuitants except those receiving their annuity under either the Self-Managed Plan (SMP) or by lump sum payment.

Responsibilities

Process, track and receive all of the College’s IT purchases; enter requisitions and receive purchases in Datatel/Colleague; provide completed paperwork to Purchaser and serve as Purchaser when needed; and coordinate large deliveries.
Update Service Requests with PO information; investigate past POs when needed; work with vendors to resolve damaged product/missing items claims; create tickets for hardware installation.
Monitor the Service Request system for pending/not approved requests and escalate when necessary.
Assist in the acquisition documentation process for hardware, software, and AV; record serial numbers on incoming orders for inventory purposes.
Maintain files of all software purchases, contracts and POs; track renewal dates/terms; contact software vendors for quotes and invoices.
Coordinate the use of contracted outside consultants; manage their contracts, verify hours worked and expenses that they may incur.
Oversee management of multiple budget lines/cost centers including the management of cell phone reimbursement requests; reconcile P-Card expenditures; process requisitions and other forms; collaborate the CIO to create budget projections for the next fiscal year.
Handle all inquiries (walk-in, phone, and email) from students, faculty, staff, and outside vendors that come into Campus Technologies.
Process personnel requisitions, payroll authorizations, requests for training, and travel; distribute/collect timesheets and other documents for departmental staff.
Coordinate new full-time and part-time departmental staff onboarding process; track and update internal department training list with pending training dates.
Create and distribute agendas for essential meetings; take notes, prepare/distribute meeting minutes, upload documents to SharePoint.
Update and maintain the departmental and IT Governance websites.
Maintain the calendar for the department’s conference room and lab; manage CIO’s calendar; schedule appointments, meetings, and interviews.
Distribute various campus wide communications on the behalf of the CIO.
Create and maintain departmental forms.
Assist with the coordination of department programming and events.
Order replacement parts for Client Services in the absence of the Associate Director of the Tech Service Desk.
Other duties as assigned.