Description:
The Department Coordinator provides administrative support to the Director of Information Support Services and colleagues in the information technology department.
Responsibilities:
- Coordinates departmental finances including purchasing, budgeting, billing, reconciliation and vendor payments
- Responsible for departments’ accounts payable and receivable
- Coordinate project budgets and provide financial oversight, produce budget reports, reconcile purchases
- Manages open, standing, and original purchase orders and check requests; manages departmental credit card purchases
- Act as primary point of contact with vendors regarding purchase orders, warranty, service contracts, and other relevant matters
- Manage communication, billing statements, and reconciliation for Connected Learning mobile device program, supporting grades 6-12 students and families regarding mobile device repairs and warranty claims
- Manage, track and renew school-wide software licenses and maintenance contracts
- Proactively identify improvements to processes, macros, documents, tools, and reports
- Coordinate shipping and receiving ISS and school technology-related equipment and the appropriate allocation of funds/budgets of purchases
- Â Coordinate the deployment of ISS services and equipment for new and departing employees and students
- Maintain the inventory database, asset tagging and inventory of new devices and other technology assets
- Create and track assigned issues and effectively communicates operational information promptly
- Support special or ongoing projects, ensuring those project goals, schedules and timelines are met
- Coordinate de-provisioned equipment by recycling, re-purposing, re-selling or disposal
- Assist in event-planning coordination and creation of supporting materials
- Demonstrate courteous behavior when interacting with students, families, visitors, and employees; acts in a manner that promotes a harmonious and high-performance workplace environment
- Provide administrative support to the Director of Information Support Services including correspondence, scheduling of meetings, and other duties as needed or assigned
- Perform other duties as apparent or assigned
Minimum Qualifications:
- Minimum of five years of experience in providing advanced administrative support, with at least two years of experience assisting with budget management or preparation
- Must be able to understand purchasing and accounting procedures
- Demonstrated aptitude and enthusiasm for learning new technologies
- Exceptional customer service orientation with a passion for working with students, faculty, staff, and families; conduct interactions in a friendly and professional manner
- Excellent written and oral communication, interpersonal, organizational and problem solving skills
- Detail-oriented, accurate and thorough with strong organizational skills
- Ability to coordinate multiple resources and personnel to take projects through to successful completion
- Ability to work with multiple and changing priorities
- Strong initiative and problem-solving skills
- Principles of record keeping, records retention, records management, and file maintenance
- Planning, prioritizing and completing assignments with minimum supervision
- Excellent computer skills including proficiency in MS-Office including Microsoft Word and Excel
- Ability to work independently as well as a team player
- Ability to work overtime or flex time during specific busy periods
- Reliable transportation between campuses
Preferred Qualifications:
- Associate, bachelors degree, or equivalent education in a related field
- Experience with Google Apps for Education (Gmail, Calendar, Docs/Drive, Groups, and Sites)
- Experience with cloud-based customer service systems such as Zendesk
- Experience with cloud-based inventory, asset, and contract management systems such as Samanage
- Experience with Apple OS X or Windows
- Experience with database use and functionality
- Familiar with project management practices and tools
- Understanding and appreciation for the mission of an independent school
Physical Requirements:
- Must be able to read, write and communicate in English
- Must have good vision