Senior Administrative Assistant, Technology and Operations

Fort Hays State University•Hays, KS

2d•$15

About The Position

Provides administrative and technology support to TILT and PCE operations, leveraging computer science skills to enhance efficiency of digital systems, support program development initiatives, optimize workflows through AI tools and automation, and assist with process improvement across multiple educational technology platforms. The Senior Administrative Assistant, Technology and Operations performs a variety of administrative duties while providing technical support for the digital systems and platforms used across TILT and PCE. This position supports two campus units through a combination of traditional administrative responsibilities and technology-focused tasks that require computer science knowledge and problem-solving skills. This role supports existing learning management systems (Blackboard, Lightspeed VT), enterprise platforms (Workday, Modern Campus), project management tools (Smartsheet, KACE), and assists with CRM implementation. The position applies technical knowledge to help identify optimization opportunities, explore AI-driven solutions for efficiency, troubleshoot system issues, support data processes, and contribute to the development of digital resources for instructional design and professional development programming. The Senior Administrative Assistant works collaboratively with department staff, interacts professionally with students, faculty, staff, campus offices, and external clients/partners, and contributes to creating efficient, innovative workflows that support teaching and learning initiatives.

Requirements

This position requires a High School Diploma, or equivalent.
Excellent organizational skills with strong attention to detail
Ability to work independently and manage multiple priorities
Effective written and verbal communication skills

Nice To Haves

Post-secondary degree in Computer Science, Information Systems, or related discipline
Experience with coding, APIs, or software applications
Familiarity with learning management systems (Blackboard, Canvas, or similar)
Proficiency in Microsoft 365 (Word, Excel, Teams, SharePoint)
Experience with CRM, ERP, or project management systems
Knowledge of data processing, workflow automation, or system integrations
Experience with artificial intelligence tools and applications
Previous experience in higher education setting
Experience with Smartsheet, Adobe Acrobat, or similar collaboration tools
Understanding of instructional design or educational technology principles
Experience supporting web content management or social media platforms

Responsibilities

Technology Systems Support (30-40% of role)
Platform and Systems Support Support daily operations of Blackboard, Lightspeed VT, Modern Campus, Workday, Workday Extend, Smartsheet, KACE, and other platforms used across TILT and PCE
Assist with troubleshooting technical issues and documenting solutions
Support CRM implementation and configuration activities
Help ensure data integrity and accuracy across systems
Assist with data entry, batch processing, and routine system updates
Technology Optimization and Innovation Identify opportunities for workflow automation and process improvement
Support the exploration and implementation of AI tools to enhance operational efficiency
Assist in creating more efficient use case scenarios for existing technology tools
Help develop and document technical workflows and procedures
Support system integrations and data flow between platforms
Digital Resource Development Assist in creating digital toolkits and templates for instructional design projects
Support development of online resources for professional development programming in digital literacy, AI skills, and data analytics
Help prepare digital materials for microcredential and short course offerings
Contribute to website, blog, and social media content maintenance
Administrative Operations (60-70% of role)
Human Resources and Financial Processes Administer Workday processes for staff and student employees
Manage human resource-related processes including hiring, payroll, and expense reimbursement
Oversee departmental budget processes, accounts, ordering, and purchasing
Generate invoices and process client payments using Modern Campus portal and Workday
Coordinate travel arrangements and reimbursements for TILT and PCE staff
Project and Event Support Manage KACE/Workday Extend platform including tracking course development progress and managing new adjunct orientation processes
Assist in planning, coordination, and scheduling of meetings for Assistant Provost and Director
Oversee scheduling of department conference and training rooms
Take meeting minutes and manage follow-up reminders and action items
Support logistics for events including room reservations and catering coordination
Office Management Organize and maintain digital and paper files and records while maintaining security and confidentiality
Maintain inventory and order office supplies
Serve as point of contact for service and maintenance requests
Support general office operations and administrative needs
Other duties as assigned by the Assistant Provost or Director
Program Support Assist with program development activities for professional development and continuing education offerings
Support logistical coordination for instructional design projects
Provide administrative support for microcredential and short course initiatives
Professional Development: Engage in learning opportunities related to educational technology, data systems, and AI applications in higher education
Stay informed about emerging technology tools and best practices
Contribute to a collaborative, innovative, and service-focused team culture