Administrative Assistant to the VP of IT Services

DEPARTMENT: INFORMATION TECHNOLOGY SERVICES

 Position Summary

The IT Services Administrative Assistant provides administrative, organizational, budget, project coordination, and operational support for the Information Technology Services department. This role represents the office professionally and supports scheduling, communication, purchasing, records, vendor coordination, events, and follow-up activities that help advance IT Services priorities and the mission of North Greenville University.

 Responsibilities 

• Represent the VP for IT Services and the Information Technology Services office in a professional, service-oriented, Christ-like manner.
• Manage calendars, meetings, appointments, room reservations, agendas, meeting materials, and follow-up items.
• Track departmental tasks, project deadlines, reminders, recurring assignments, and work completed.
• Support budget and purchasing processes, including requisitions, invoices, expense reports, timesheets, budget monitoring, and annual planning.
• Assist with vendor, contract, service, billing, licensing, insurance, and account-related documentation and follow-up.
• Prepare, organize, and distribute correspondence, reports, agendas, notes, planning documents, and other departmental and team communications.
• Receive and route calls, emails, visitors, and service requests while ensuring timely follow-up.
• Provide coordination and documentation support for departmental projects, systems, software, hardware lifecycle, training, Canvas, Jenzabar, TDX, and related technology initiatives.
• Coordinate department events, staff recognition, training sessions, office workdays, shared spaces, records retention, and facilities-related follow-up.
• Perform other reasonable duties as assigned in support of the department and university mission.

Physical Requirements 

• Ability to lift and carry equipment weighing up to 20 pounds.
• Manual dexterity and hand-eye coordination to perform tasks such as connecting cables, replacing components, and racking network equipment.
• Ability to sit or stand for extended periods while performing computer-related tasks.
• Ability to convey detailed or important instructions and ideas accurately, loudly, or quickly.
• Adequate hearing ability to communicate effectively in person, over the phone, and via audio/video conferencing.

Working Relationships

This role reports to the Vice President for IT Services and works regularly with IT Services staff, university departments, vendors, and other internal and external partners to support departmental operations, communication, planning, and project coordination.

Work Schedule

IT Services is open Monday through Thursday, 8:30 a.m. to  5:00 p.m., and Friday 8:30 a.m. to 12 p.m. Summer hours may vary. Office hours are subject to change as deemed necessary. Occasional work on Saturdays and evenings may be required. On-call participation during university closures and events is compulsory.

  This job description in no way states or implies that these are the only duties to be performed by the employee. This new team member will be required to follow other instructions and to perform other reasonable duties as requested by his or her supervisor.

• Bachelor's degree in business, office administration, technology, communications, or a related field preferred; equivalent experience may be considered.
• Administrative support experience required; executive, departmental, technology, or project coordination experience preferred.
• Strong organizational, communication, follow-through, and problem-solving skills with the ability to manage priorities and confidential information accurately.
• Ability to coordinate meetings, track action items, support purchasing and budget processes, maintain records, and collaborate with employees, students, vendors, and university leadership.
• Proficiency with Microsoft Office and Microsoft 365 tools, including Outlook, Word, Excel, Teams, and shared file systems; ability to learn university systems as needed.
• Supports NGU’s mission statement and core values, including a commitment to a Christian lifestyle and character in keeping with the biblical model.
• Affirms an understanding of and full support for the Baptist Faith and Message 2000.
• Affirms an understanding of and full support for the University's statement on Human Flourishing.