Department Coordinator

Clerical & Administrative
in Hopkins
, MN
Reference: 19-02967


The Department Coordinator provides administrative support to the Director of Information Support Services and colleagues in the information technology department.


  • 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
  •  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