Skip to main content

IT Administrative Specialist

Employer
Kennesaw State University
Location
Georgia, United States
Salary
Salary Not specified
Date posted
Dec 16, 2024
View more categoriesView less categories
Position Type
Administrative, Business & Administrative Affairs, Financial Affairs
Employment Level
Mid-Level
Employment Type
Full Time


IT Administrative Specialist

Job ID: 280180
Location: Kennesaw, Georgia
Full/Part Time: Full Time
Regular/Temporary: Regular

About Us

Are you ready to transform lives through academic excellence, innovative research, strong community partnerships and economic opportunity? Do you want to cultivate an inclusive environment that encourages free expression and civil discourse? Kennesaw State University is one of the 50 largest public institutions in the country. With growing enrollment and global reach, we continue to expand our institutional influence and prominence beyond the state of Georgia. We offer more than 190 undergraduate, graduate, and doctoral degrees to empower our 47,000 students to become thought leaders, lifelong learners, and informed global citizens. Our entrepreneurial spirit, high-impact research, and Division I athletics draw students from throughout the region and from more than 100 countries across the globe. Our university's vibrant culture, career opportunities, rich benefits, and values of respect, integrity, collaboration, inclusivity, and accountability make us an employer of choice. We are part of the University System of Georgia. We are searching for talented people to join Kennesaw State University in our vision. Come Take Flight at KSU!

Location

(Primary Location for Job Responsibilities) Our Kennesaw campus is located at 1000 Chastain Road NW, Kennesaw, GA 30144.

Our Marietta campus is located at 1100 South Marietta Parkway, Marietta, GA 30060.

Job Summary

Provides advanced administrative and operational support to IT executive level leadership. Communicates with external vendors and campus stakeholders, completes customer service tasks, facilitates purchasing processes, and coordinates equipment acquisitions. Performs administrative tasks that require a high level of detail and independent thought, including facilitation of business processes, assisting with business correspondence, taking minutes in meetings, scheduling appointments, and serving as the first point of contact for visitors via phone or in person. Responsible for all travel logistics and bookings and maintaining accurate digital and paper filing systems. Responsible for submitting, reviewing, and analyzing a large quantity and/or complex purchase requisitions. May support multiple division leaders, departments, teams and/or units as assigned or requested.

Responsibilities

KEY RESPONSIBILITIES:
1. Provides advanced administrative support and serves as the primary point of contact for assigned department leadership
2. Performs high level administrative duties in support of a technology division
3. Processes a large volume and complex purchases (i.e., average of 120 requisitions monthly peaking at fiscal year-end using a classification of items of approximately 88 NIGP codes)
4. Researches and submits purchasing requests via multiple methods including ePro, OwlPay, and Purchasing Card (Pcard) to acquire IT equipment, software, and services for the division and campus wide usage
5. Assists in resolving billing issues associated with open purchase orders and confers with university departments regarding requirements, specifications and deliveries
6. Assists in processing chargebacks by utilizing journal entries for IT life-cycle replacements and technology-related expenditures ensuring accuracy and timeliness in journal entry submissions, tracks and reconciles entries for departmental budget alignment, and collaborates with finance teams to verify that all chargeback transactions adhere to university policies and financial regulations
7. Serves as primary scheduling contact with the campus and external community with an understanding of how to manage conflicting priorities
8. Maintains active calendars and keeps executives informed as appropriate regarding upcoming appointments, meetings, events, etc.
9. Assists with coordinating and scheduling divisional meetings and events
10. Compiles materials, agendas, meeting minutes, collateral and other documentation as required by executives for attendance at meeting and events
11. Coordinates the signature and redistribution of documents as needed
12. Coordinates, researches and collects data as requested
13. Produces requested information by transcribing, formatting, inputting, editing, retrieving, copying, and transmitting text, data and graphics
14. Facilitates university cellphone process, including ordering, researching, and paying monthly cellphone bills
15. Interprets, monitors, and analyzes information regarding operating policies and procedures
16. Prepares travel arrangements and itineraries
17. Maintains records management including filing, correspondence, tracking and archiving files
18. Responsible for answering division mainline phone providing information and/or transferring or redirecting calls to the appropriate contact
19. Manages shipping for Return-to-Manufacturer (RMA) process for Enterprise IT equipment and all incoming and outgoing mail including UPS, FedEx and DHL domestic and international shipping needs for the office
20. May oversee assigned student assistants

Required Qualifications

Educational Requirements
Associate degree from an accredited institution of higher education in related field or an equivalent combination of relevant education and/or experience

Required Experience
Four (4) years of related administrative and purchasing experience demonstrating a progression of increasing responsibility

Preferred Qualifications

Preferred Educational Qualifications
An undergraduate or advanced degree from an accredited institution of higher education in a related field

Preferred Experience
Previous experience in higher education
Experience providing administrative support for large teams
Experience providing administrative support to department leadership/executives
Experience with complex and large purchasing orders

Knowledge, Skills, & Abilities

ABILITIES
Able to respond to vendor/supplier inquiries and/or questions in a courteous and informative manner
Able to utilize standard office equipment and multi-line telephone system
Able to adapt to quickly changing circumstances
Able to take initiative and be a self-starter
Able to build relationships and coordinate with internal staff at all levels in a positive and productive manner
Able to handle multiple tasks or projects at one time meeting assigned deadlines

KNOWLEDGE
Knowledge of basic accounting, data and administrative management practices and procedures

SKILLS
Excellent interpersonal, initiative, teamwork, problem solving, independent judgment, organization, communication (verbal and written), time management, project management and presentation skills
Proficient with computer applications and programs associated with the position (i.e., Microsoft Office suite)
Possesses a strong personal code of ethics including the ability to maintain confidentiality
Strong attention to detail and follow-up skills
Strong customer service skills and phone and e-mail etiquette

USG Core Values

The University System of Georgia is comprised of our 26 institutions of higher education and learning as well as the System Office. Our USG Statement of Core Values are Integrity, Excellence, Accountability, and Respect. These values serve as the foundation for all that we do as an organization, and each USG community member is responsible for demonstrating and upholding these standards. More details on the USG Statement of Core Values and Code of Conduct are available in USG Board Policy 8.2.18.1.2 and can be found on-line at https://www.usg.edu/policymanual/section8/C224/#p8.2.18_personnel_conduct.

Additionally, USG supports Freedom of Expression as stated in Board Policy 6.5 Freedom of Expression and Academic Freedom found on-line at https://www.usg.edu/policymanual/section6/C2653.

Equal Employment Opportunity

Kennesaw State University is an Equal Employment Opportunity Employer. The University is committed to maintaining a fair and respectful environment for living, work and study. To that end, and in accordance with federal and state law, Board of Regents policy, and University policy, the University prohibits harassment of or discrimination against any person because of race, color, sex (including sexual harassment, pregnancy, and medical conditions related to pregnancy), sexual orientation, gender identity, gender expression, ethnicity or national origin, religion, age, genetic information, disability, or veteran or military status by any member of the KSU Community on campus, in connection with a University program or activity, or in a manner that creates a hostile environment for members of the KSU community.

For additional information or to file a complaint under the provisions of this policy, students, employees, applicants for employment or admission or other third parties should contact the Office of Institutional Equity at English Building, Suite 225, eeo@kennesaw.edu.

Other Information

This is not a supervisory position.
This position has financial responsibilities.
This position will not be required to drive.
This role is considered a position of trust.
This position requires a purchasing card (P-Card).
This position will not travel

Background Check
  • Credit Report
  • Standard Enhanced
  • Education

Per the University System of Georgia background check policy, all final candidates will be required to consent to a criminal background investigation. Final candidates may be asked to disclose criminal record history during the initial screening process and prior to a conditional offer of employment. Applicants for positions of trust with screening
results which confirm a disqualifying criminal history will be immediately disqualified from employment eligibility.

All applicants are required to include professional references as part of their application process. Some positions may require additional job-based screenings such as motor vehicle report, credit check, pre-employment drug screening and/or verification of academic credentials.

https://www.usg.edu/hr/assets/hr/hrap_manual/HRAP_Background_Investigation_Employment.pdf


To apply, visit https://careers.hprod.onehcm.usg.edu/psp/careers/CAREERS/HRMS/c/HRS_HRAM_FL.HRS_CG_SEARCH_FL.GBL?Page=HRS_APP_JBPST_FL&Action=U&FOCUS=Applicant&SiteId=43000&JobOpeningId=280180&PostingSeq=1




jeid-8b30d2bc6975174a805a4c7cd308d2a0

Get job alerts

Create a job alert and receive personalized job recommendations straight to your inbox.

Create alert

Similar jobs