Executive Assistant to the Chief Information Officer

$54,066 - $86,505/Yr

Cecil College - North East, MD

Part-time,Full-time - Entry Level

North East, MD

1,001-5,000 employees

Educational Services

About the position

The Executive Assistant to the Chief Information Officer (CIO) at Cecil College provides essential administrative and project support, ensuring the smooth operation of the Information Technology division. This role involves budget management, contract administration, and maintaining digital filing systems, while also serving as a liaison between various stakeholders. The Executive Assistant is responsible for preparing reports and presentations, managing the CIO's calendar, and supporting special projects, all while maintaining confidentiality and compliance with institutional standards.

Responsibilities

• Maintain budget data for the departments within the division of Information Technology.
• Assist in the preparation, review, and processing of contracts and agreements with third-party vendors.
• Maintain digital records of current vendor agreements and support the CIO in identifying any required amendments or updates.
• Track contract renewal timelines, notify stakeholders of upcoming renewals, and facilitate timely renewals or terminations as needed.
• Ensure adherence to compliance requirements by coordinating with internal teams and vendors.
• Maintain up-to-date records of all contracts, service agreements, and other relevant documentation.
• Organize documentation to facilitate easy access and reference for the IT team and related departments.
• Assist with tracking IT departmental budget and expenses, monitoring allocated funds, and reporting discrepancies.
• Work with finance and procurement teams to reconcile invoices, purchase orders, and other expenditures.
• Provide administrative support for special projects, such as vendor evaluations, technology upgrades, and compliance initiatives.
• Manage project timelines, track deliverables, and coordinate with stakeholders as needed to support project success.
• Manage CIO's calendar, schedule meetings, and assist with internal communications.
• Prepare reports, presentations, and other documentation for the CIO and IT leadership team.
• Manage and utilize budget lines designated for the hiring of part-time personnel within division.
• Gather information and compile reports to assist in the preparation of the annual budget request for the division.
• Gather and compile data from each department within the division on a yearly basis to update key performance objectives and Maryland Higher Education Commission reports.
• Maintain divisional COOP Plans and process requests to ensure that content is routinely refreshed.
• Maintain institutional documents and files related to Middle States Commission on Higher Education self-study, interim reports, and periodic review.
• Assemble all materials and compile supporting documentation for the CIO in preparation of various college and divisional reports, and policy review/development.
• Utilize the College's ERP and data dashboards to provide CIO with institutional data and reports as requested.
• Produce and maintain files as required for the CIO, including creation of files and supporting materials for special projects.
• Manage multiple projects and work closely with the CIO to ensure successful completion.
• Assemble all confidential evaluations in preparation for the Vice President's review and approval.
• Maintain personnel files for full-time and part-time staff for the CIO in preparation of annual evaluations.
• Serve on ad hoc committees as requested and appointed by the CIO.
• Prioritize and schedule all recurring meetings for the division.
• Provide instruction to coworkers on the process of scheduling one-time meetings.
• Provide general duties to the CIO such as recording, transcribing, and distributing minutes of staff meetings; purchasing of supplies; renewal of subscriptions and memberships; scheduling of appointments; prioritizing and answering phone calls and routine correspondence; preparing correspondence and necessary forms used by the office; composing or transcribing documents from rough draft, and arranging travel.

Requirements

• Associate's Degree in a related field; Bachelor's preferred.
• Minimum of three years' experience in an administrative position.
• Technical skills and extensive knowledge of the Microsoft 365 suite, including Excel, Outlook, Teams, and SharePoint.
• Excellent written, oral, and interpersonal communication skills.
• Project management experience with organizational and decision-making skills.
• Detail-oriented team player with creative ideas.
• Enthusiasm combined with the initiative to manage projects with minimal supervision.
• Demonstrated abilities to coordinate multiple schedules, assess priorities, and meet deadlines.
• Proficiency in problem-solving and a high level of confidentiality and discretion.

Benefits

• Medical, dental, and vision coverage for employee and eligible dependents.
• Generous annual, sick, and personal leave.
• 19 paid holidays.
• Tuition assistance and tuition waiver based on eligibility guidelines.
• Opportunity to enroll in retirement accounts (403B or Maryland State Retirement System based on eligibility guidelines).
• Voluntary retirement account with TIAA or Fidelity.
• Employee paid short term disability.
• Employer provided basic life insurance and accidental death insurance.
• Employee paid voluntary life insurance.
• Access to Fitness Center and library.