Information Technology Administrative Assistant

Location: Hybrid, based in Chapel Hill, NC (Anchor days: Tuesday -Thursday)

Department: Information Technology

Reports to: Vice President of Information Technology

Exemption Status: Non-Exempt

Job Summary:

The Administrative Assistant for Information Technology at The American Board of Pediatrics (ABP) provides essential support to the Vice President of Information Technology by coordinating and managing administrative functions and facilitating departmental activities. This role includes organizing meetings, maintaining accurate documentation, and preparing materials that support strategic initiatives. The position requires strong administrative, communication, and organizational skills, along with a high level of professionalism, discretion, and attention to detail.

Essential Duties and Responsibilities:

• Provides administrative support to the Vice President, proactively managing the calendar, correspondence, communications, travel, and expenses.
• Coordinates internal and external relationships on behalf of the Vice President and ensures continuity of office operations in their absence.
• Facilitates, documents, and supports IT-related meetings, initiatives, collaborations, and briefings, including preparing agendas, minutes, and follow-up actions.
• Oversees departmental projects and workflows, setting priorities, tracking progress, and ensuring deadlines and deliverables are met.
• Manages documentation for IT projects, operations, RFPs, policies, and technical materials, ensuring accuracy and consistency.
• Organizes and maintains files, records, and confidential information in alignment with Records Information Management standards.
• Coordinates logistics for internal and external meetings, including Board and committee meetings (such as the Enterprise Technology Steering Committee (ETSC), and Primary Care Board Technology Collaboration), ensuring materials, setup, meals, and administrative follow-up are completed.

Other Functions:

• Provides responsive administrative support to department members and assists with day-to-day needs.
• Partners with IT management to prepare, track, and monitor budgets related to the Vice President’s office.
• Manages departmental supplies by anticipating needs and overseeing ordering, inventory, and distribution.
• Performs other duties as assigned, demonstrating flexibility and support for departmental priorities.

Supervisory Responsibilities:

This role does not supervise any roles.

Required Qualifications:

• Five (5) years of experience in a responsible administrative role requires strong technical writing skills, preferably in a technical or IT environment.
• Experience preparing or assisting with Requests for Proposals (RFPs), grant applications, and technical documentation.
• Proficiency with Microsoft Office Suite and other relevant software tools, including spreadsheets, databases, graphics applications, and email platforms.
• Ability to type at least 60 WPM and independently utilize advanced word processing features and formatting techniques.
• Strong verbal and written communication skills with the ability to compose, edit, and proofread complex or technical correspondence and reports.
• Excellent organizational and analytical skills, including the ability to compile and present information, manage multiple priorities, and meet deadlines.
• Ability to maintain confidentiality, exercise discretion, and work effectively both independently and in collaboration with cross-functional teams.

Preferred Qualifications:

• Bachelor’s degree in a business-related field is preferred; in lieu of a degree, an additional three (3) years of relevant experience may be considered.
• Certification in project management (e.g., PMP, CAPM) is a plus but not required.

Travel Required

Travel is expected to be between 0 – 5% of the time.

Work Environment:

The noise level in the work environment is usually moderate.

The setting for this role will include exposure to controlled temperature environments, both hot and cold, is to be expected.

Physical Demands:

While performing the duties of this job, the employee is regularly required to communicate with others. The employee is frequently required to stand, walk, sit, demonstrate hand and finger dexterity in the course of their work, handle or feel, and reach with hands and arms. The employee is occasionally required to climb, balance, stoop, kneel, crouch or crawl.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties and responsibilities.

The expected physical workload is expected to be Sedentary Work, as described below:

Sedentary Work: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body. Sedentary work involves sitting most of the time. Jobs are sedentary if walking and standing are required only occasionally and all other sedentary criteria are met.

This role is expected to use the following machines, tools, and equipment:

·        Laptop computer and peripherals