Job Title: IT Operations Assistant
Classification: C4
Department: Information Technology
Updated: June 2026

Job Summary

This position provides operational, financial, and administrative support to the IT Operations and IT Leadership while delivering quality customer service to the university community and outside constituents. This role supports cross functional initiatives and contributes to the efficient and compliant operation of the division.

Essential Functions

Administrative, Operational, and Leadership Support:

• Manage the Associate Vice President and Chief Technology Officer’s calendar, independently coordinating complex scheduling across internal leadership, university stakeholders, and external partners. Balance competing priorities, anticipate conflicts, and adapt to changes to support strategic use of time.
• Coordinate meetings for IT Leadership, including standing committees and departmental initiatives, ensuring alignment across participants, managing logistics and facilitating effective communication.
• Serve as a central point of contact for the IT Division, providing front-facing support to faculty, staff, students, and external partners while ensuring efficient daily office operations.
• Manage multiple divisional email accounts, responding to inquiries, routing requests, and ensuring timely and accurate communication.
• Maintain divisional office and collaboration spaces, including perch offices and conference rooms, ensuring functionality, inventory management, and resolution of equipment or facility issues.
• Coordinate facility-related requests and work orders in support of IT operations.
• Support continuous improvement efforts by assisting in the development and documentation of divisional procedures (e.g., professional development expenses, office moves, space utilization).
• Perform other duties and projects as assigned.
   

Financial Management and Compliance Support:

• Oversee divisional expense activity for assigned cost centers, including IT Operations and Telecommunications, ensuring purchases are accurate, appropriately documented, and processed in a timely manner.
• Serve as cost center assistant, reviewing and approving invoices and expense reports, ensuring compliance with university policies and accurate budget reporting.
• Assist in the management of the divisional credit cards, supporting staff with purchases, monitoring transactions, and ensuring proper documentation, reconciliation, and compliance with financial policies.
• Identify and resolve discrepancies in expense reporting, provide guidance to staff on policy adherence, and support reconciliation processes within Workday.
• Interpret and apply financial and procurement policies to non-routine situations, exercising independent judgment to determine appropriate and compliant actions.

Event and Project Coordination:

• Provide comprehensive logistical and operational support for campus and divisional events (e.g., Campus Life Night, Laker Experience, New Faculty and Freshman Orientation), ensuring smooth execution and a positive participant experience.
• Contribute to the planning and execution of divisional initiatives and events, including the annual GV Technology Summit, supporting timelines, promotion, and logistics in a dynamic, cross-functional environment.
• Coordinate event planning activities, including scheduling, communication, resource allocation, and day-of operations

Website and Communication Support:

• Partner with the IT Communications Specialist to maintain and update divisional website content using the university’s content management system (CMS), ensuring accuracy, usability, branding, accessibility compliance, and alignment with university standards.
• Support digital communications, including newsletters, emails, fliers, and social media, ensuring consistent messaging and engagement.
• Coordinate with department web administrators to track and ensure website updates, maintaining a centralized view of content needs.
• Assist with web analytics and reporting to support communication and web strategy efforts.

Non-Essential Functions:

Not Applicable.

Required Qualifications

• High school graduate or equivalent.
• Minimum of four years of relevant work experience.
• Demonstrated administrative and organizational skills.
• Experience with various computer software applications such as Microsoft Office and/or equivalent.
• Data entry experience.
• Typing and spelling competency with grammar and proofreading skills.
• Possess strong verbal and written communication skills.
• Demonstrated experience to successfully provide quality customer service.
• Demonstrated experience to successfully work independently, organize own work and coordinate work activities of others.
• Demonstrated experience to successfully coordinate large projects.
• Demonstrated experience to successfully handle multiple demands efficiently.
• Demonstrated experience to successfully organize and prioritize workload.
• Demonstrated experience to successfully navigate challenging situations in the workplace, while using good judgement.
• Demonstrated experience to successfully work under pressure and meet deadlines.
• Demonstrated experience to successfully maintain satisfactory work performance and attendance records.
• Ability to successfully maintain positive intercultural and interpersonal relationships.

Preferred Qualifications

• Experience working in a higher education environment.
• Experience with content management systems (CMS) and website maintenance.
• Experience with financial systems (e.g., Workday) and expense reconciliation.
• Ability to interpret and apply policies and procedures.
• Demonstrated ability to manage multiple priorities and meet deadline.
• Experience coordinating projects, events, or cross-functional initiatives.
• Experience supporting leadership and managing complex schedules.

Supervision Received

Receives minimal supervision from a designated supervisor. Much of the work is self-initiated. Person is expected to function with considerable independence and apply appropriate policies and procedures within the assigned area of responsibility.

Supervision Exercised

Hire, train, schedule and coordinate the work of student employees and may act as lead worker to PSS staff members within the department/unit/division.

Physical Demands

• To perform this job successfully, an individual must be able to perform each essential function satisfactorily. Must have the physical stamina to work long hours and/or more than 5 days per week. The requirements listed are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• The information contained in this job description is for compliance with the Americans with Disabilities Act (A.D.A) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.

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