Technical Administrative Assistant

POSITION SUMMARY

This is a University Staff position designed to provide direct support to the VP of Technology and CIO & the VP of Institutional Effectiveness as well as initiatives and projects carried out through the Office of Technology and Innovation and Office of Institutional Effectiveness. The Technical Administrative Assistant must be able to fulfill the traditional responsibilities of an administrative assistant, but also have the ability to work independently on projects from conception to completion, work under pressure, and handle a broad variety of activities and confidential matters with discretion. Much of the job will require significant technical expertise. Therefore, a strong foundation of technology skills and a desire and willingness to further enhance technology skills is critical. Must maintain professional, upbeat, and energetic demeanor and work well collaborating with others in a team setting.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• Executive Administrative Support
  • This position supports both the VP of Technology and CIO & the VP of Institutional Effectiveness. All responsibilities are shared between both Offices.
  • Maintains a constant level of professional decorum, treating all with respect and the appropriate attention to ensure expectations and needs are met.
  • Able and willing to adapt to changing circumstances when it comes to how work gets done.
  • Completes a broad variety of administrative tasks for the VPs, including managing active calendars of appointments; screening emails and phone calls; composing and preparing confidential correspondence; and compiling documents for meetings.
  • Plans, coordinates, and ensures the VP of Technology and CIO / VP of Institutional Effectiveness schedules are followed and respected. Provides "gatekeeper" and "gateway" role, creating win-win situations for direct access to the VP’s time and offices.
  • Works closely and effectively with the VPs and other leaders in planning and coordination and keeps them well-informed of upcoming commitments and responsibilities, facilitating appropriate course of action, referral, or response.
  • Researches and follows up on incoming issues and concerns addressed to the VPs, including those of a sensitive or confidential nature.
  • Provides a bridge for smooth communication between the Office of Technology and Innovation / Office of Institutional Effectiveness and other university internal departments; demonstrating leadership to maintain credibility, trust, and support with administration, program directors, faculty, and staff.
  • Manages special projects and assignments as directed.
  • Prioritizes conflicting needs; handles administrative matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
  • Manages departmental events, e.g. planning and coordinating annual retreat for the Office of Technology and Innovation / Office of Institutional Effectiveness.
  • Facilitates travel coordination and finance reports and needs:
    • Organizes, coordinates, and schedules complex activities such as travel arrangements including itineraries, briefing materials, appointments, and arrangements for conferences and lodging.
    • Completes monthly financial reports.
    • Completes finance check requests and as needed.

• Technical Support
  • Drafts documents and designs presentations, charts, tables, graphs, and diagrams, particularly in connection with ongoing efforts to develop and maintain a University knowledge base, as well as policies and processes originating from, and maintained by, the Office of Technology and Innovation / Office of Institutional Effectiveness.
  • Creates annotated screenshots and video screencasts to communicate important technical information visually.
  • Maintains select databases of essential information and coordinates management of essential information with stakeholders in other departments.
• Performs other duties as assigned.
• Ability and flexibility to work a fixed number of days per week (minimum of 2) in the office to support on-site meetings while also having flexibility of hybrid work.

• Yearly performance evaluation

POSITION COMPETENCIES

• Communication
• Development of Self
• Job Knowledge/Skill Application
• Champions Innovation
• Drives for Results
• Collaboration
• Integrity
• Critical Thinking
• Initiative
• Student/Customer-Centeredness

QUALIFICATIONS
The individual filling this position must be able to carry out each essential responsibility satisfactorily and be responsive to both VPs. The ideal incumbent will have the requirements listed below. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.

Education/Certification:

• Bachelor’s degree or equivalent experience in an academic-related or computer technology-related field is preferred, but not required.

Required Knowledge:

• Highly skilled with internet searching, email, Microsoft Office 365 Suite, and Google Workspace Suite
• Excellent grammar and editing skills
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Forward-looking thinker, who actively seeks opportunities and proposes solutions

Experience Required:

• Prior relevant experience in an academic setting or familiarity in working in higher education environment
• Demonstrated administrative experience is =required and working at the executive level is highly preferred

Skills/Abilities:

• Strong interpersonal abilities with excellent verbal and written communication skills to effectively communicate with students, staff, faculty, administrators, and the public
• Excitement about contributing to the growth and maturation of the Office of Technology and Innovation
• Strong foundation of technology skills and a growth-mindset, with a desire and willingness to further enhance technology skills
• Service-oriented with attention to detail and strong organizational skills
• Enthusiastic about working in a collaborative environment
• Pleasant personality and demeanor and reflective of a professional in attitude, appearance, conversation, and behavior working in and representing an executive office

INTENT AND FUNCTION OF JOB DESCRIPTIONS

"Job descriptions assist organizations in ensuring that the hiring process is fairly administered and that qualified employees are selected. They are also essential to an effective appraisal system and related promotion, transfer, layoff, and termination decisions. Well-constructed job descriptions are an integral part of any effective compensation system.

All descriptions have been reviewed to ensure that only essential functions and basic duties have been included. Peripheral tasks, only incidentally related to each position, have been excluded. Requirements, skills, and abilities included have been determined to be the minimal standards required to successfully perform the positions. In no instance, however, should the duties, responsibilities, and requirements delineated be interpreted as all-inclusive. Additional functions and requirements may be assigned by supervisors as deemed appropriate.

In accordance with the Americans with Disabilities Act, it is possible that requirements may be modified to reasonably accommodate disabled individuals. However, no accommodations will be made which may pose serious health or safety risks to the employee or others or which impose undue hardships on the organization.

Job descriptions are not intended as and do not create employment contracts. RMUoHP maintains its status as an at-will employer. Employees can be terminated for any reason not prohibited by law."

Rocky Mountain University is an Equal Opportunity Employer.