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Administrative Specialist, Information Technology

Employer
Butler University
Location
Indianapolis, Indiana, United States
Salary
Competitive Salary
Date posted
Jan 13, 2025

Job Details



Position Overview

The administrative specialist provides support to the CIO, Directors, and the Information Technology department, as well as customer service to Butler users and IT patrons. The specialist is responsible for answering phone calls, processing cases, managing calendars, assisting with budgets, coordinating travel/events, purchasing goods and services, building relationships, and various other duties. This position enables IT staff to focus more time on providing, building and supporting technology solutions for the University. This role is primarily 5 days a week in the office.

Responsibilities
  • ​​ Customer Service:
    • Welcome and escort visitors to Help Desk and IT. Triage Help Desk patrons waiting for the next available technician.
    • Process and route cases in Salesforce. Answer basic questions via email.
    • Serve as the primary University Switchboard and IT Department phone operator, answering basic questions and routing calls while delivering world-class customer service.
  • Calendar Management - Manage department and CIO’s calendar; assist with IT Director’s calendars. Book meetings and spaces.
  • Budget - Process IT credit card purchases for Directors and CIO. Assist with budget transactions, expense reports, and petty cash requests.
  • Travel/Events/Meals – organize various departmental parties, events and meals. Book accommodations for staff attending training/conferences.
  • Purchasing – Order, organize, and maintain office supply inventory. Assist with the acquisition of goods and services for the department, such as name tags, business cards, tchotchkes, shirts, furniture, books, etc.
  • Lunchroom - Order, organize, clean, restock and maintain snacks, coffee bar, and drinks in lunchroom.
  • Coordinate various tasks for the department, including but not limited to distributing mail, parking decals, and event tickets; submitting cell phone reimbursement, authorized driver forms and work orders for maintenance/housekeeping; updating electronic signage; maintaining tchotchke inventory; organizing gifts, greeting cards, and flowers, etc.
  • Relationship Building – Effectively build and maintain relationships with IT staff members as well as members of HR, Operations, Finance and Administration, Bon Appetit, Bookstore, Athletics, and Purchasing.
  • Documentation – Document tasks and procedures in knowledge base. Maintain repository.
Required Qualifications
  • High school diploma or equivalent
  • 2-3 years’ experience supporting a team, department, or executive and/or providing customer service.
  • Excellent communication, listening, time management, and organization skills
  • Proven track record of providing outstanding customer service to a diverse group of constituents.
  • Proficiency in Microsoft 365, specifically Word, Excel, and Teams.
  • Performs work independently, prioritizes commitments, and possesses a high degree of initiative. Is appropriately discrete and maintains confidentiality.
  • Proven ability to develop trusting relationships to successfully participate in a true team environment.
  • Ability to be flexible and jump in as needed to assist in accomplishing departmental priorities.
  • Demonstrated ability to multitask and prioritize work.
Preferred Qualifications
  • Associate’s degree
  • Previous experience with budgets/expenses.
  • Experience with Salesforce
BU Benefits and Perks
  • Please check out Butler’s Total Rewards website to learn more about our benefit offerings, which include:
  • Paid Time Off and Holidays :
    • 20 days of paid time off (vacation and PTO days) per Fiscal year
    • 8 Paid Holidays
    • In addition, a paid Winter Break between Christmas Eve and New Year’s Day
    • Paid Parental Leave (after 1 year of full-time employment)
  • Health :
    • Comprehensive medical, dental, and vision plans including disability and life insurance programs
  • Retirement :
    • 10% employer contribution after 1 year of full-time employment
  • Tuition Assistance :
    • Remission of tuition for classes taken at Butler for employees, spouses, and dependent children.
    • Eligibility after 9 months of full-time employment
    • Employees & spouses- undergraduate/graduate degrees
    • Dependents (under age 26)- undergraduate degree
      • Covers tuition only
    • Tuition Exchange Program for Dependents at participating institutions
  • Butler Facilities Access, Discounts and Perks :
    • Access to Butler’s on-site fitness facility and libraries for full-time staff and faculty
    • LinkedIn Learning Courses
    • Free premium subscription to the Calm App
    • Free subscription to the WSJ, The Economist, and NYT
    • Discount at the College Bookstore
    • Discount on select Athletic and Arts/Events Center Performances
About Us

Butler University is a private, nationally recognized comprehensive university encompassing seven colleges: Arts, Business, Communication, Education, Liberal Arts & Sciences, Pharmacy & Health Sciences and Founder's College. Approximately 4,500 undergraduate and 1,000 graduate and doctoral students are enrolled at Butler, representing 46 states and 24 countries.

Join us at the crossroads of tradition & transformation. A career at Butler University means so much more than a job. Join the dedicated, innovative, and supportive community of faculty and staff that is moving Butler Beyond.

Butler University is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive and equitable environment for all employees. We welcome applications from all individuals, regardless of age, gender, gender identity, sex, race, religion, color, disability, protected veteran status, sexual orientation, national origin, or any other legally protected category.

Company

 Butler University

With just over 5,000 students, we’re relatively small as far as universities go. That’s a good thing—it means classes are more personally engaging and professors are always available to help.

But in terms of opportunity, Butler University is about as big as it gets. Indianapolis is one of the largest and most dynamic cities in the Midwest. As residents, Butler students can plug right into the real-world through internships, co-ops, undergraduate research, public performances, and community partnerships. These experiences provide working knowledge and skills that students need to excel after college.

A career at Butler University means so much more than a job.  Join the dedicated, innovative, and supportive community of faculty and staff that is moving Butler Beyond.

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