University of Central Oklahoma

Position Classification:

Regular, full-time, salaried, exempt and benefit-eligible staff position. For more benefit information visit Why Work at UCO?

Position Overview and Job Duties:

The Office of Information Technology is seeking a highly organized, proactive, and detail-oriented Executive Assistant to provide comprehensive administrative and operational support to the Chief Information Officer (CIO) and the associated leadership team within the Information Technology (IT) division. This pivotal role requires exceptional communication, problem-solving, and project management skills, as well as the ability to handle sensitive information with discretion and professionalism. The ideal candidate will be adept at managing complex schedules, facilitating communication flow, and contributing to the overall efficiency and effectiveness of the CIO's office.

• Executive Support: Provide high-level administrative support to the CIO, including managing complex calendars, scheduling meetings and appointments, coordinating travel arrangements, and preparing expense reports.
• Leadership Team Support: Extend administrative support to members of the IT leadership team as needed, including scheduling, meeting preparation, and document management.
• Technology Contract Management: Assist the CIO and relevant IT leaders in the lifecycle of technology contracts, including tracking key dates, organizing documentation, facilitating communication with vendors, and ensuring timely renewals or terminations. Experience with reviewing basic contract terms and conditions is highly desirable.
• Communication Management: Draft, edit, and proofread a variety of written communications on behalf of the CIO, including emails, memos, reports, and presentations. Ensure clarity, accuracy, and adherence to university standards.
• Presentation and White Paper Preparation: Support the CIO and leadership team in the development of presentations and white papers. This includes gathering information, formatting documents, creating visually appealing slides, and ensuring consistent branding.
• Meeting and Event Management: Coordinate and support meetings and CIO-sponsored events, including planning, preparing agendas, meeting set-up and take-down, distributing materials, taking and distributing minutes, and tracking action items.
• Project Coordination: Assist with special projects and initiatives as assigned by the CIO, including developing timelines, tracking progress, and coordinating with relevant stakeholders.
• Information Management: Establish and maintain organized electronic and physical filing systems, ensuring easy access to critical information. Identify opportunities to streamline systems and processes.
• Liaison and Relationship Management: Serve as a primary point of contact for internal and external stakeholders, including faculty, staff, students, vendors, and community partners. Maintain professional and positive relationships.
• Office Management: Oversee the efficient operation of the CIO's office, including managing supplies, coordinating equipment maintenance, and troubleshooting administrative issues. Oversee front desk reception and supervise student employees.
• Confidentiality: Handle sensitive and confidential information with the utmost discretion and professionalism.
• Problem Solving: Proactively identify and resolve administrative and operational challenges.
• Perform other duties as assigned.

Qualifications / Experience Required:

Bachelor's degree plus 3 years of experience providing executive-level administrative support, preferably within a university or technology-focused environment; or equivalent combination of education and experience.

Qualifications / Experience Preferred:

• Experience supporting C-level management.
• Experience with technology contract administration, including tracking, documentation, and vendor communication.
• Bookkeeping or financial tracking experience.
• Experience working in a higher education environment.

Knowledge / Skills / Abilities:

Must possess strong customer service and interpersonal skills, along with strong analytical, organizational, and collaboration skill with the ability to interact effectively with individuals at all levels. Exceptional time management skills with the ability to prioritize tasks and meet deadlines. Ability and willingness to complete several concurrent tasks in a detail-oriented, multitasking environment. Excellent written and verbal communication skills, including strong grammar, proofreading, and editing abilities. Proven ability to prepare professional and engaging presentations and contribute to the development of white papers. Ability to work independently, or with specialized groups, while maintaining a courteous attitude when dealing with students, faculty, and staff. Manage and prioritize work effectively with minimal supervision. Ability to exercise sound judgment and make independent decisions within established guidelines. Ability to maintain confidentiality and handle sensitive information with discretion.

Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software and technologies. Continually updates skills and knowledge relative to the position and the technology industry.

Adheres to and complies with UCOs shared values and the Office of Information Technology’s Code of Ethics. This position may be assigned 24x7x365 on-call rotation responsibilities and requires the successful candidate to have high-speed internet access to their residence and maintain a smart phone on which to receive telephone calls, email, SMS messages from servers and authorized OIT personnel.

Physical Demands:

Reasonable accommodations (in accordance with ADA requirements) may be made, upon request, to enable individuals with disabilities to perform essential functions.