Executive Administrative Assistant

Company: Fairmont State University

Job Location: Fairmont

Category: Executive Assistants

Type: Full-Time

Type of Position: Staff - Full Time

Department: Information Technology

Appointment Length: July - June (12 mo)

Benefits Eligible?: Yes

Requested Part-Time Staff Hours: NA

F.T.E.: 1.00

Grant Funded Position?: No

Description of Job Duties and Responsibilities

Fairmont State University is seeking a highly organized and detail-oriented Executive Administrative Assistant to support the Chief Information Officer (CIO). This position plays a vital role in managing administrative operations, coordinating financial and procurement processes, and ensuring the efficient daily functioning of the Information Technology (IT) division. The successful candidate will be proactive, professional, and capable of managing multiple responsibilities in a fast-paced environment.

Duties and Responsibilities:

• Manage the IT budget, including tracking expenditures, monthly reconciliation with the finance department, and ensuring alignment with institutional priorities.
• Coordinate institutional procurement for IT services, including oversight of contract and vendor management for IT-related goods and services.
• Manage licensing and software renewal schedules and provide monthly reports to the CIO listing upcoming renewals.
• Provide minutes for committee meetings.
• Prepare executive-level correspondence, meeting agendas, presentation materials, and reports.
• Provide general information processing for the Chief Information Officer.
• Coordinate the daily activities and workflow of the Chief Information Officer.
• Serve as general receptionist and office manager for Information Technology and its sub-units.
• Perform PCard audits and reconciliations in collaboration with the Procurement Office.
• Perform other miscellaneous duties as assigned.
• Maintain confidential files and IT office documentation.
• Other duties as assigned.

Minimum Required Education

Bachelor's degree in business administration, office management, or a related field.

Required Licenses and/or Certifications

NA

Minimum Required Qualifications

• Minimum of 2 years administrative support.
• Proficiency using productivity tools such as Microsoft Office and Teams.
• Strong organizational and time-management abilities.
• Ability to discretely handle sensitive information.
• Independent judgement.
• Ability to interact with senior management.

Preferred Qualifications

• Prior work in higher education.
• Finance experience with managing department budgets and purchasing.
• Knowledge of IT department operations and terminology.

Requisition Number: 2026023SP

Number of Vacancies: 1

Anticipated Hire Date: ASAP

Job Close Date: 09/02/2025

Open Until Filled: No

Quicklink for Posting: https://www.fairmontstatejobs.com/postings/9106

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