Administrative Assistant to Vice President of Technology & Operations

Job Level
Entry-level position
Job Category
  • Technology
Job Status
Areas of Responsibility
  • All Areas of Technology
  • Systems / Operations

Employment Terms: This job is a full time, benefited, FLSA Exempt position in the Technology & Operations Division that reports to the Vice President of Technology & Operations.


Salary: Targeted salary is commensurate with education and experience


Minimum Qualifications: Bachelor’s degree *and* One (1) year of work related experience OR Associate Degree in Business Administrative Technology *and* Two (2) years of work related experience


Note: Experience may substitute for the degree on a year-for-year basis.


Technical Skills and Competencies:

Customer service, interpersonal relations and public service; confidentiality; use of computers and job related software; basic conflict resolution; professional and effective oral and written communication; knowledge of modern office practices and procedures; ability to operate workroom machinery such as fax machines, copiers, scanners, shredders, etc.; ability to prioritize and schedule tasks to meet deadlines and objectives


Job Summary: The Administrative Assistant to Vice President is responsible for a variety of administrative support functions to assist the vice president of the college. Monitors use of and maintains supplies, equipment and/or facilities maintenance needs. Enters data from forms into computer. Coordinates meetings and management activities for Technology & Operations. 


Job Responsibilities & Performance Standards:

  • Perform and complete variety of tasks and assignments associated with support functions for the Vice President of Technology & Operations (VP, IT & Ops) and assigned Tech & Ops division

    • Receive and distribute correspondence and mail daily

    • Answer telephones and greet visitors, record messages as needed; filter faculty/staff traffic to VP’s office

    • Coordinate calendar, travel arrangements, reimbursements, and associated records in timely, accurate, and efficient manner

    • Maintain Technology & Operations SharePoint site

    • Maintain vice president office files

  • Monitor use of and maintain supplies, equipment and/or facilities for division;

    • Monitor and orders office supplies

    • Enter service tickets as needed for facilities, IT, and equipment

  • Enter data from forms, records, reports and/or other sources into computer for purposes such as maintaining databases and complete incidental word processing and spreadsheet assignments

    • Manage budget records coordinating with sub departments

    • Monitor IT and facilities tickets to ensure appropriate SLAs are met.

    • Research, organize, and report state wide contract changes to ensure procurement meets guidelines year to year.

    • Perform and complete administrative tasks and assignments

  • Direct and supervise clerical interns and/or work study students assigned to the department

  • Participate in special projects and committees as directed by the supervisor

  • Coordinate meetings and management activities

    • Prepare agendas, facilities, and materials

    • Record minutes in a thorough and timely manner

    • Assist VP in prep for meetings

  • Complete assignments associated with personnel support functions

    • Manage budget development, maintenance, and balances, and p-card transactions/reports

    • Manage procurement, contacts, inventory

    • Process personnel transactions– postings, initial candidate review, hire, termination, promotion, pay adjustments, etc.

    • Maintain leave request and travel form documentation and enter on calendar

    • Schedule and organize performance management evaluations and plans

    • Assist with organization and filing/binding of meeting materials (board minutes, initiative/committee materials, projects, etc.)

  • Conduct general operations of technology & operations.

    • Readily participate in Technology & Operations functions such that support the college

    • Assist with purchase orders and tracking

    •  Work with facilities, IT, and Public Safety admins.

    • Coordinate necessary room reservations and preparations

    • Utilize p-card for immediate division purchases

  • Accommodate professional development and committee/task force service

    • Manage T&O events i.e. holiday lunch, division professional development, activities, etc.

    • Attend training for skill knowledge and maintenance

    • Read and stay up to date on higher education trends

    • Serve on committees and task forces

  • Display high level of effort and commitment to performing work, operates effectively within the organizational structure; demonstrates trustworthiness and responsible behavior

    • Demonstrate eagerness to learn and assume responsibility; seek out and accept increased responsibility; display a "can do" approach to work

    • Exercise confidentiality with all matters of the VP

    • Show persistence and seeks alternatives when obstacles arise; seek alternative solutions; do things before being asked or forced to by events

    • Work within the system in a resourceful manner to accomplish reasonable work goals; show flexibility in response to process change and adapts to and accommodates new methods and procedures

    • Accept direction and feedback from supervisor and follow through appropriately

Note: No phone inquiries please.  Due to the volume of applications received, we are unable to personally contact each applicant.  If we are interested in scheduling an interview, a representative from our college will contact you.


The Technical College System of Georgia and its constituent Technical Colleges do not discriminate on the basis of race, color, creed, national or ethnic origin, sex, religion, disability, age, political affiliation or belief, genetic information, disabled veteran, veteran of the Vietnam Era, spouse of military member or citizenship status (except in those special circumstances permitted or mandated by law). This nondiscrimination policy encompasses the operation of all technical college-administered programs,  programs financed by the federal government including any Workforce Innovation and Opportunity Act (WIOA) Title I financed programs, educational programs and activities, including admissions, scholarships and loans , student life, and  athletics.  It also encompasses the recruitment and employment of personnel and contracting for goods and services.


The Technical College System and Technical Colleges shall promote the realization of equal opportunity through a positive continuing program of specific practices designed to ensure the full realization of equal opportunity.  The following person has been designated to handle inquiries regarding the nondiscrimination policies: Lisa Richardson (, Title IX and Section 504 Coordinator, 5150 Sugarloaf Parkway, Building 100, Room 323B, Lawrenceville, GA 30043, 678-226-6691.

Bachelors Degree and One (1) year of related work experience OR Associates Degree in Business Administrative Technology and Two (2) years of work related experience. Note: Experience may substitute for the degree on a year-for-year basis. Bachelors Degree and One (1) year of related work experience OR Associates Degree in Business Administrative Technology and Two (2) years of work related experience. Note: Experience may substitute for the degree on a year-for-year basis.
Preferred Qualifications - External: 

Advanced MS Outlook, Excel, PPT, and Word skills; demonstrated advanced organizational skills; customer service experience; higher education experience. Experience with contracts especially as related to IT, facilities, and operations items a plus.