Administrative Coordinator for Division of Data & Technology Services

MidAmerica Nazarene University; Olathe (KS); On-site; USD 42,000 - 54,000; Full time

Job summary

MidAmerica Nazarene University is seeking an Administrative Assistant to support the Division of Data and Technology Services under the CIO. The role will manage procurement workflows, coordinate divisional activities, and provide executive support to the CIO while serving as a liaison to the university community.

Responsibilities include updating purchasing documentation, assisting with student worker recruitment and onboarding, handling vendor invoices, and triaging IT service requests.

Qualifications

• High school diploma or equivalent required; bachelor’s degree preferred.
• Strong organizational skills and ability to manage multiple priorities.
• Proficiency with Microsoft Office Suite and related software.
• Experience in higher education or administrative support is a plus.

Responsibilities

• Provide executive support to the CIO and manage CIO calendar.
• Oversee procurement workflows and vendor management processes.
• Coordinate divisional activities, meetings, and project workgroups.
• Assist with recruitment, onboarding, and timesheet processing for student workers.
• Maintain division documentation and ensure effective communication channels.

Skills

Organizational skills

Communication

MS Office

Customer service

Education

High school diploma

Bachelor’s degree preferred

Tools

Purchasing systems

Budget tracking

Ticketing system

Job description

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 ManagementPrepare and submit requisitions for regular division purchasesManage vendor relationships for routine service contracts and serve as primary point of contact for vendor invoicesMaintain purchasing documentation and track division expenditures against budget allocationsStudent Worker AdministrationAssist division staff in recruitment, hiring, and onboarding student workers for the division in coordination with Human ResourcesManage student worker schedules, timesheet processing, and employment documentationMonitor student employment compliance with university policies and work-study requirementsSupport Intake and CoordinationServe as first point of contact for incoming technology support requests via phone, email, and walk-inTriage support requests, gather initial information, and enter tickets into the IT service management systemDivision Operations and Meeting CoordinationSchedule and coordinate division meetings, including leadership team meetings, all-staff meetings, and project working groupsPrepare meeting agendas, take minutes, and distribute action items and follow-up documentationSupport divisional planning activities, special projects, and institutional initiatives as assignedMaintain division documentation, shared resources, and communication channelsExecutive Support to the Chief Information OfficerManage the CIO's calendar, including scheduling meetings, coordinating appointments, and prioritizing time commitmentsCoordinate logistics for CIO meetings with senior leadership, external vendors, and institutional committeesHandle confidential correspondence and communications on behalf of the CIOAssist with special projects and strategic initiatives as directed by the CIOQualifications/Skills Required:Strong organizational skills with ability to manage multiple concurrent tasks and competing prioritiesExcellent written and verbal communication skills; ability to interact professionally with students, faculty, staff, and external vendorsProficiency with Microsoft Office Suite (Word, Excel, Outlook) and ability to learn specialized software systemsAttention to detail and accuracy in financial documentation and data entryCustomer service orientation with ability to remain calm and professional in high-pressure situationsAbility to work independently with minimal supervision while knowing when to escalate issuesDiscretion and sound judgment in handling confidential institutional, personnel, and executive-level informationAbility to maintain confidentiality with sensitive institutional and personnel informationCommitment to the Christian mission and character of the university, with a willingness to support and contribute to a faith-based institutional communityEducation and/or Experience:High school diploma or equivalent required; Bachelor’s degree preferredMinimum of 2–3 years of administrative or office management experienceExperience in higher education environment preferredPrior experience with purchasing systems, budget tracking, or accounts payable processes a plusExperience providing executive-level administrative support a plusFamiliarity with IT service management or ticketing systems a plusApplication:Letter of applicationCurrent resumeNames and contact information for three professional referencesStatement 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 [e-mail] 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.