The Senior Administrative Assistant provides executive-level support and operational coordination across the Information Services division, supporting the Vice President and division-wide IS leadership. This position requires discretion, attention to detail, and a high level of confidentiality while managing communication, scheduling, documentation, and logistical support for a variety of technical and strategic initiatives. The assistant also serves as a liaison across internal departments and external technology partners, ensuring smooth, timely, and effective operations.
When the Senior Administrative Assistant is winning, team communication is clear, meetings are well-organized, documentation is accurate and up to date, projects are moving smoothly, and the Vice President and team leads are able to focus on mission-critical goals.
Essential Job Duties
- Develop and maintain strong working relationships with faculty, staff, vendors, and community partners.
- Manage highly sensitive, technical, and confidential documentation with professionalism.
- Improve administrative workflows to support division efficiency and cross- departmental collaboration.
- Draft professional correspondence and communications on behalf of the division.
- Support division-wide initiatives and ensure timelines and communication efforts remain on track.
- Maintain the Vice President’s calendar and schedule, coordinate appointments, organize
travel, order supplies, and provide detailed event logistics.
- Assist with technology communications with students and employee (backup helpdesk operations) by creating workorders and responding to tickets. Creating FAQ as needed.
- Assist with technology procurements, contract coordination, and vendor communication.
- Maintain division records and files, including licensing, subscriptions, and compliance documentation.
- Monitor and review Information Services budgets and assist with processing pay requests and financial tracking.
- Provide technical and procedural support related to institutional systems (e.g., Jenzabar, ticketing systems, cybersecurity tools, etc.).
- Record meeting minutes, coordinate professional development sessions, and assist with internal reporting needs.
- Support Information Services events such as user training workshops, campus-wide IT updates, orientation sessions, and cybersecurity awareness events.
- Exhibit skills in Microsoft Office Suite and college information systems.
- Support documentation and tracking for cybersecurity compliance and IT governance requirements.
- Serve as administrative support for internal audit and regulatory processes.
- Assist with special projects as assigned and ensure alignment with institutional goals.
Required Knowledge, Skills & Abilities
- High school diploma required.
- Three years of related administrative experience.
- Ability to work independently and collaboratively in a fast-paced technical environment.
- Exceptional organizational and time management skills.
- Strong interpersonal communication and written correspondence abilities.
- High degree of confidentiality and integrity with sensitive information.
- Proficiency in Microsoft Office Suite and aptitude for learning college-specific software.
- Accuracy in data entry and information processing.
- Ability to remain composed and productive under pressure or frequent interruptions.
- Flexibility to adjust schedules and support after-hours projects as needed.
Preferred Knowledge, Skills & Abilities
Associate’s degree or equivalent work experience in administrative or technology support.
Familiarity with higher education technology environments is a plus.
Information Technology Abilities
- Ability to operate a computer in the Windows environment.
- Understanding of networking and information systems within the college infrastructure.
- Ability to scan documents, manage email, and navigate cloud-based platforms.
- Competency with enterprise systems such as Jenzabar and ticketing or asset management tools.
- Proficiency in advanced word processing and spreadsheet functions (Word, Excel, Access).
- Willingness to learn specialized systems including security reporting tools and project management platforms.
Positions Supervised
None
Working Environment
Office-based, primarily indoors, with standard environmental conditions.
40-hour workweek with occasional evening or weekend hours required based on project needs.
Business-appropriate attire required.
Physical Requirements
Sedentary work with occasional walking across campus. Must be able to carry supplies up to 40 pounds.
Extended use of a workstation, keyboarding, and screen use for up to three hours at a time. Must maintain focus and attention to detail.
Creative and Analytical Skills
Ability to apply logic and problem-solving to operational challenges. Skilled in adapting processes for efficiency and clarity.
Able to assess when an issue needs escalation or broader coordination.
Language/Communication Skills
Strong verbal and written communication skills.
Capable of professionally interacting with a wide range of stakeholders. Proofreading, editing, and documentation accuracy are essential.
CROWDER COLLEGE RESERVES THE RIGHT TO MODIFY, INTERPRET, OR APPLY THIS JOB DESCRIPTION AS NEEDED. IT DOES NOT IMPLY THIS POSITION INCLUDES ONLY THESE DUTIES, NOR DOES IT CONSTITUTE AN EMPLOYMENT CONTRACT. EMPLOYMENT REMAINS “AT-WILL.” ACCOMMODATIONS WILL BE PROVIDED AS REQUIRED BY LAW.
