| Position Title: |
IT Services Central Office Coordinator |
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| Location: |
Big Rapids (Main Campus) |
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| Department: |
54000 - Information Technology Services
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| Advertised Salary: |
$45,000-$50,000 |
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Benefits:
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Please see the following link for a list of benefits offered with this position.
Admin / Admin Temp Benefit Plans
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| FLSA: |
Non-Exempt |
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| Temporary/Continuing: |
Continuing |
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| Part-Time/Full-Time: |
Full-Time |
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| Union Group: |
N/A |
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| Term of Position: |
12 Month |
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| At Will/Just Cause: |
Just Cause |
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| Summary of Position: |
• Work independently to coordinate assigned office and administrative functions for the central office of Information Technology Services (IT Services).
• Provide a variety of complex support functions for IT leadership and staff.
• Mange a variety of budgetary and purchasing functions.
• Act as a liaison with customers, staff, and vendors to provide customer service that promotes the mission of IT Services and Ferris core values both internally and externally. |
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| Position Type: |
Staff |
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| Required Education: |
• Education Required - Associate's Degree |
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| Required Work Experience: |
• Five years of progressively complex office management or assistant experience. •
• Demonstrated proficiency with computer applications such as Microsoft Office suite.
• The requirements listed are representative of the knowledge, skill, and/or ability required. Any equivalent combination of education, training, and experience which provides the required knowledge, skills, and abilities may be considered. Equivalency for education is two years of full-time related work experience equals one year of education. |
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| Required Licenses and Certifications: |
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| Physical Demands: |
- Office Environment
- Bending
- Carrying
- Moving
- Reaching
- Sitting
- Twisting
- Lifting
- Pushing/Pulling
- Repetitive movement
- Standing
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| Additional Education/Experiences to be Considered: |
• Bachelor’s degree or higher.
• Experience working in an information technology related office/company or university.
• Experience to include considerable contact with senior level individuals and the public, where tact and diplomacy are required.
• Experience with existing FSU University systems such as Banner, Concur, and TimeClock Plus.
• Previous experience in high level Accounting, Finance or Budgeting.
• Experience analyzing a wide variety of data.
• Previous work experience in a higher education environment.
• Previous supervisory experience.
• Experience developing and hosting public events. |
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| Essential Duties/Responsibilities: |
• Provide responsible, independent, administrative support for IT Services and all reporting units, staff/students.
• Coordinate and perform various office functions including phone support, supply management, creation, maintenance and organization of departmental electronic files, records retention, and fixed asset management.
• Manage a variety of departmental budget items such as analyses of multiple budgets; position control and budgets oversight; year-end budget balancing; and monitoring of departmental expenditures to assure compliance with departmental and university policies.
• Prepare journal vouchers or other accounting forms as needed.
• Coordinate department position searches and hiring processes to include candidate and search committee correspondence, setting up interviews (sometimes virtual), and completion of various forms utilizing designated software. Facilitate the on-boarding or off-boarding of employees, their offices, technology, etc. Update internal or external publications to reflect personnel changes as needed.
• Coordinate building maintenance activities, to include submission of work orders for any building services.
• Helping with furniture/office remodeling projects.
• Serve as the back-up building Emergency Coordinator.
• Maintain compliance with hardware maintenance and software licensing contracts and correspond with vendors regarding expiration's, costs, and quotes/purchases including data collection for license counts.
• Work cohesively with IT Inventory Specialist for enterprise wide software management, data base updates, identifying software duplicates and alternatives.
• Participate in departmental planning process, make recommendations, and take an active role in quality improvement initiatives.
• Maintain and/or advance department processes and customer relations through technology, innovation, and collaboration.
• Independently research, plan, and prepare complex reports for leadership as needed.
• Provide explanation and interpretation of policies, requirements, practices, and procedures to staff.
• Assure that IT Services activities are compliant with applicable university policies and procedures.
• Maintain Policy Database for accuracy, ownership, and up-to-date information.
• Manage all procurement activities for the department including purchasing departmental supplies/items, customer purchases, and hardware/software technology for the University primarily using corporate card and purchase orders.
• Work with vendors to obtain necessary documents to complete orders such as fully signed contracts, W9, insurance, ACH information, invoices, etc.
• Assure any customer purchases facilitated by IT Services are billed back accurately to the appropriate department.
• Maintain electronic purchasing files and share monthly with coordinators.
• Plan, organize, and coordinate IT Services events for staff and students. Examples are retreats, retirement parties, holiday parties, staff learn & lunches, campus-wide town halls, and customer outreach and promotional events such as Founders’ Day, Student Job Fair, Move-In and customer feedback luncheons. Some events may require public speaking, set-up, take-down, and management of guests/speakers.
• Provide supervision, direction, and training for assigned office staff and/or students.
• Participate in and/or chair various University committees or fundraising efforts on behalf of the IT Services department. Examples are United Way and Ferris Foundation for Excellence Benefit including solicitation of donations for both, Ferris State Admin Council, Ferris State History Task Force, and IT Governance and Projects.
• Utilize tracking software and Teams sites to manage purchases or other tasks for IT.
• Utilize email and collaboration tools, such as; Microsoft Teams and Microsoft Sway newsletter to communicate and disseminate information to IT staff and students.
• Manage IT vehicle fleet including coordination of oil changes, car washes, cleaning, maintenance and ordering routine driving record checks. Manage vehicle tags, leases, and participate in vehicle replacement process when needed.
• Manage service level agreements between IT Services and customer areas for servers and security cameras.
• Responsible for updating index, costs, paperwork, and annual billing of fees.
• Manage all payroll activities for IT staff and students ensuring accuracy and adherence to University and department policies. This includes daily monitoring of outlook calendar (in/out), leave requests, and managing timecards. This position also trains student supervisors on the time management system (Timeclock Plus).
• Demonstrates an understanding of diversity, equity, inclusion and belonging, especially in working relationships with students, faculty, staff, and community members.
• Support, promote, and develop university student enrollment and retention initiatives.
• Submit travel requests, book travel, and prepare related expense reports for all IT leadership and staff utilizing standard software and adhering to University policies.
• Manage student on-boarding and off-boarding processes including electronic record retention, job vacancies, position descriptions, computer access, FSU keys/code/swipe access, student attire inventory, graduation gifts, and Microsoft Sway Handbook.
• Run routine errands for department.
• Answer inquiries from a variety of internal and external sources, both orally and in writing.
• Provide department information to University entities as requested including for University publications.
• Assure IT Services web pages reflect current departmental information
• Assist with the flow of IT software projects requests by coordinating with the Tech Review & IT Governance Team and the requesting customer(s).
• Create meetings for CIO, IT committees, and other IT leadership positions as needed.
• Collaborate, delegate, and train others to assist with tasks to manage large volumes of work and meet deadlines and expectations of department.
• Any other duties assigned within the position classification area |
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| Marginal Duties/Responsibilities: |
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| Skills and Abilities: |
• Plan, organize, and make independent decisions reflecting sound judgement.
• Successfully interact with people of diverse backgrounds, interests, education, and age levels in a variety of situations.
• Supervise, direct, and train others in the performance of their duties.
• Perform complex operations using various software programs and collaboration tools; operate modern office equipment.
• Communicate effectively both verbally and in writing.
• Utilize the rules of proper grammar, correct spelling, punctuation, and proper arrangement of information (form and format).
• Demonstrated commitment, experience, and understanding of diversity, equity, and inclusion.
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| Required Documents: |
- Cover Letter
- Resume
- Unofficial Transcript 1
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| Optional Documents: |
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| Special Instructions to Applicants: |
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Initial Application Review Date:
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February 3, 2025 |
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| Open Until Position is Filled?: |
Yes |
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Posting Close Date:
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| EEO Statement: |
Ferris State University, an Affirmative Action/Equal Opportunity employer, is committed to enhancing equity, inclusion, and diversity within its community. Ferris offers employment opportunities to qualified candidates seeking careers in a student-focused environment that values opportunity, collaboration, diversity and educational excellence. Learn more about the Ferris Mission and community at ferris.edu. The University actively seeks applications from women, minorities, individuals with disabilities, veterans, and other underrepresented groups. For more information on the University’s Policy on Non-Discrimination, visit: Ferris Non-Discrimination Statement. |
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Click here to learn more about working at FSU and KCAD. |
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