Executive Assistant to the Vice President for Operations and Chief Information Officer at Muhlenberg College

Job description

The Position: Executive Assistant to the Vice President for Operations and Chief Information Officer Job Summary: This executive assistant role provides direct support to the Vice President for Operations and Chief Information Officer and coordinates the day-to-day business operations of the Office of Information Technology. Responsibilities are divided approximately equally between executive support to the Vice President and managing the department’s operating budget, technology purchasing, and vendor relationships. Because all technology purchasing at Muhlenberg flows through Information Technology, this position also serves as a central point of contact for departments across campus, helping coordinate purchasing requests and related processes. 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. Schedule & Benefits: This is a full-time, year-round position with an anticipated schedule of 37.5 hours per week, Monday through Friday. Muhlenberg offers a comprehensive benefits package that includes 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; and retirement benefits. Eligibility requirements and waiting periods may apply. As a 501(c)(3) nonprofit institution, Muhlenberg is also a qualifying employer under the federal Public Service Loan Forgiveness Program. Characteristic Responsibilities: Executive Support 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. Budget, Technology Purchasing, and Vendor Management 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-d