Administrative Coordinator for Division of Data & Technology Services

Job Summary:

Under the direction of the Chief Information Officer, the Administrative Assistant provides essential operational and administrative support to the Division of Data and Technology Services. The Administrative Assistant ensures smooth daily operations by managing procurement workflows, coordinating divisional activities, providing executive support to the CIO, and serving as a liaison between the division and the broader university community.

Essential Duties and Responsibilities:

Purchasing and Vendor Management

• Prepare and submit requisitions for regular division purchases
• Manage vendor relationships for routine service contracts and serve as primary point of contact for vendor invoices
• Maintain purchasing documentation and track division expenditures against budget allocations

Student Worker Administration

• Assist division staff in recruitment, hiring, and onboarding student workers for the division in coordination with Human Resources
• Manage student worker schedules, timesheet processing, and employment documentation
• Monitor student employment compliance with university policies and work-study requirements

Support Intake and Coordination

• Serve as first point of contact for incoming technology support requests via phone, email, and walk-in
• Triage support requests, gather initial information, and enter tickets into the IT service management system

Division Operations and Meeting Coordination

• Schedule and coordinate division meetings, including leadership team meetings, all-staff meetings, and project working groups
• Prepare meeting agendas, take minutes, and distribute action items and follow-up documentation
• Support divisional planning activities, special projects, and institutional initiatives as assigned
• Maintain division documentation, shared resources, and communication channels

Executive Support to the Chief Information Officer

• Manage the CIO's calendar, including scheduling meetings, coordinating appointments, and prioritizing time commitments
• Coordinate logistics for CIO meetings with senior leadership, external vendors, and institutional committees
• Handle confidential correspondence and communications on behalf of the CIO
• Assist with special projects and strategic initiatives as directed by the CIO

Qualifications/Skills Required:

• Strong organizational skills with ability to manage multiple concurrent tasks and competing priorities
• Excellent written and verbal communication skills; ability to interact professionally with students, faculty, staff, and external vendors
• Proficiency with Microsoft Office Suite (Word, Excel, Outlook) and ability to learn specialized software systems
• Attention to detail and accuracy in financial documentation and data entry
• Customer service orientation with ability to remain calm and professional in high-pressure situations
• Ability to work independently with minimal supervision while knowing when to escalate issues
• Discretion and sound judgment in handling confidential institutional, personnel, and executive-level information
• Ability to maintain confidentiality with sensitive institutional and personnel information
• Commitment to the Christian mission and character of the university, with a willingness to support and contribute to a faith-based institutional community

Education and/or Experience:

• High school diploma or equivalent required; Bachelor’s degree preferred
• Minimum of 2–3 years of administrative or office management experience
• Experience in higher education environment preferred
• Prior experience with purchasing systems, budget tracking, or accounts payable processes a plus
• Experience providing executive-level administrative support a plus
• Familiarity with IT service management or ticketing systems a plus

Application:

• Letter of application
• Current resume
• Names and contact information for three professional references
• Statement of faith, including personal faith history and vision for supporting a Christ-centered university community. (2 pages maximum)

Questions about the application process may be directed to the HR Generalist, Abigail Harris, at [email protected]

Statement of Faith:  MidAmerica Nazarene University is an intentionally Christian Community and desires that all employees in positions of leadership reflect a foundational Christian position in word, attitude and action.  While there is no predetermined length or format for the Personal Statement of Faith, the norm is a one or two page narrative document describing the applicant's central Christian beliefs, significant formative influences in the applicant's Christian experience (e.g., religious experiences of conversion or the affirmation of one's faith, one's family and/or home life, spiritual aspirations), and ways in which the applicant's faith is being demonstrated in daily patterns and practices.

MidAmerica is very much interested in reviewing applications from qualified members of traditionally underrepresented groups in America, including women and racial and ethnic minorities. MidAmerica Nazarene University policy prohibits discrimination on the basis of race, sex, religion,* age, color, creed, national or ethnic origin, marital status, disability, genetic information, or any other legally protected class in the recruitment and admission of students, in the hiring process, during employment, and in the operation of all university programs, activities, and services.

*Christian faith and employment at MidAmerica Nazarene University: MidAmerica Nazarene University is an expression of the Church of the Nazarene. It reserves the right to prefer employees on the basis of religion (Title VII, Section 702-703, U.S. Civil Rights Act of 1964). Preferred candidates demonstrate a strong commitment to the Christian faith, active participation in a local church, and a philosophy of Christian higher education consistent with the Wesleyan tradition.

Read the university's full Non-Discrimination/Equal Employment Opportunity Statement at www.mnu.edu/employment.