Assistant to the Chief Information Officer
University of San Francisco
USF Hilltop Campus
Assistant to the Chief Information Officer
Reporting directly to the Vice President and Chief Information Officer (CIO), the Assistant provides executive support in a one-on-one working relationship. The Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the CIO. The Assistant also serves as a liaison to committees and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Assistant must be creative and enjoy working within a dynamic environment that is mission-driven, results-driven and team oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
Full Job Description:
Roles and Responsibilities
1. Executive Support
• Completes a broad variety of administrative tasks for the CIO including: managing an extremely active calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging detailed travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CIO including those of a sensitive or confidential nature, determines appropriate course of action, referral, or response.
• Works closely and effectively with the CIO to keep him and the IT Management Team well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a “barometer,” having a sense for the issues taking place in the environment and keeping the CIO updated.
• Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the CIO Resources, some of which may have organizational impact.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting acknowledgement letters, personal correspondence, and other tasks
• Coordinates the agenda of management team meetings, retreats, off-sites, and all-staff meetings and other special events.
• Coordinates CIO-hosted round tables and meetings with external stakeholders
2.Analysis, Reporting, Communications
• Collects, calculates (as necessary), and publishes ITS and AJCU metrics
• Supports business process analysis activities
• Communicates directly, and on behalf of the CIO
• Provides a bridge for smooth communication between the CIO office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Coordinates division events, such as staff meetings, training events, and holiday celebrations, IT conferences, Annual ITS Merit Award Program, and student receptions
• Supports the following financial functions: inventory audits, purchase requisitions, vendor coordination, telecommunications billing, and others as needed.
• Takes quality meeting minutes for Directors meetings, Architectural Review Board meetings, and Board of Trustees Committee on Information Technology Strategy
• Coordinates all logistics for quarterly Board of Trustees Committee on Information Technology, including room setup, catering, communications correspondence to Committee, coordinates pre- and post- meetings with Committee Chair, edits and finalizes presentation decks, and takes quality meeting minutes
• Coordinates Emergency Response Team contact in ITS; maintains emergency phones and supplies
• Coordinates American Jesuit Colleges and Universities Conference on Information Technology Management (AJCU CITM) communications and activities, as requested by CIO
• Coordinates the annual ITS Computer Donation Program
Additional items (General Office Management):
• Coordinates Department’s leadership meetings with stakeholders including other university Deans and Associate Deans and Student Senate
• Manages purchases of office supplies, personal staff stationary orders, staff office/cubicle furniture, and all-staff event supplies and catering
• Coordinates new staff onboarding activates such as granting ITS perimeter and security access, activating new listing in USF and internal directories, creating name plates and mailbox, and ordering business cards
• Space planning – Handle staff and contractor needs assessment for space, coordinate with Purchasing and Facilities to handle furniture requests and/or space reconfigurations, space visits, furniture vendor visits
• Coordinates candidate interviews, all-day visits, and (occasionally) travel/hotel arrangements, as requested by CIO; division staff office moves
• Bachelor’s degree highly preferred, substantial work experience in executive administrative support and/or human resources may substitute for a degree
• 5-7 years of experience supporting C-Level Executives, preferably in a higher education or non-profit organization
• Experience in creating both internal and external communications, excellent written and verbal communication skills
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response
• Expert knowledge of Microsoft Office (Outlook, Word, Excel, and PowerPoint), as well as Adobe Acrobat
• Strong organizational skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Strong interpersonal skills and the ability to build relationships within HR and with stakeholders, including staff, board members, faculty and students
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Highly resourceful team-player, with the ability to be extremely effective independently
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast paced environment
• Forward looking thinker, who actively seeks opportunities and proposes solutions
• An understanding of USF’s Mission, Vision, and Values as integral parts of a Jesuit Education
To apply, visit https://apptrkr.com/2461402.
The University of San Francisco is located in the heart of one of the world’s most innovative and diverse cities, and is home to a vibrant academic community of students and faculty who achieve excellence in their fields. Its diverse student body enjoys direct access to faculty, small classes and outstanding opportunities in the city itself. USF is San Francisco’s first university, and its Jesuit Catholic mission helps ignite a student’s passion for social justice and a desire to “Change the World From Here.” For more information, visit http://www.usfca.edu.
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