Job Details

Administrative Assistant Vanguard University of Southern California

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Position Summary

The IT & Fiscal Management Administrative Assistant provides comprehensive administrative support to both the Information Technology and Fiscal Management Departments. Reporting to the Senior Director of Information Technology/Chief Security Officer (CSO), this role manages communication, coordinates office operations, and supports centralized purchasing and budget tracking for both offices. The position requires a high level of professionalism, confidentiality, excellent communication skills (verbal & written), and the ability to work independently and collaboratively.

Essential Functions

Information Technology Responsibilities (70%)

• Perform secretarial and administrative duties, managing communication within the IT office.
• Maintain multiple points of contact (phone, voicemail, email, campus mail) for the department; provide backup coverage for the Help Desk as needed.
• Attend and take minutes for IT committee and internal office meetings; organize and communicate action items.
• Track IT budget expenses and process all purchases for IT through Business Services.
• Manage centralized technology purchasing for the university: handle requests, bidding, quotes, ordering, tracking, and inventory; assist with warranty issues.
• Compose letters, memos, spreadsheets, reports, and other documentation as requested.
• Coordinate schedules for IT management, schedule meetings, and assist with research and documentation for policies, procedures, and standards.
• Support strategic technology planning activities with IT personnel.
• Manage office equipment repairs/upkeep and office supply inventory/replenishment.
• Maintain vendor/contact relationships and communications; keep current files for each vendor.
• Organize and facilitate work?related meetings and functions involving various constituents.
• Provide responses, messages, or campus communication on behalf of the IT department for the Senior Director.
• Assist with inventory of campus hardware and software.
• Assist in procurement of campus technology in accordance with purchasing policy.

Fiscal Management Responsibilities (30%)

• Process items related to the office budget, including check requests, purchase orders, budget transfers, and ordering office supplies as needed.
• Assist the CFO in monitoring Capital Projects budgets.
• Prepare annual benchmarking materials.
• Receive and process all incoming mail for Fiscal Management.
• Schedule meetings, record minutes, and coordinate agendas and materials for the Finance Committee, Audit Committee, 403(b) Committee, and Foundation Investment Committee.
• Coordinate and document annual policy reviews, including collecting feedback and facilitating revisions.
• Assist in planning, organizing, and arranging special meetings and events as needed.
• Manage all correspondence, files, and records of contracts for Fiscal Management; coordinate with all departments to maintain the university's contract files.
• Assist with processing and payments of audit and tax invoice.
• Handle, mark, and maintain sensitive and highly confidential material, always exercising discretion.
  
• Support the Fiscal Management and Accounting Teams as needed from time to time.
• Perform other duties as directed by the CFO.

Minimum Qualifications

• Bachelor's degree preferred; high school diploma required.
• 1-3 years of advanced secretarial/administrative experience.
• Proficient in Microsoft Office 365 Applications.
• Proficient in Technology (PC, Mac, AI, Applications, Phones, Conference Room AV, Social Media).
• Ability to function efficiently and professionally against the pressure of continual interruptions.
• Ability to demonstrate empathy and understanding towards those in need of service and repairs.
• Ability to perform challenging and sensitive administrative work using sound independent judgment.
• Possess excellent written and verbal communication skills and be detail oriented with good proof?reading skills.
• Basic?Intermediate understanding and ability to work various applications tied to the university's student information system.
• Knowledge and experience in a service?related industry; special consideration given to those with direct experience in a technology or service?related field.
• Possess knowledge of general accounting, expenditure tracking, project management, and inventory tracking.

Salary: Full?time position. $25.00 $28.85 (Hourly)

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