LIT Administrative Assistant

Descripción y requisitos

The IT Administrative Assistant provides administrative, logistical, and operational support to the Learning Innovation & Technology Department, which includes both Information Technology and Academic Technology. The position helps the department operate efficiently by coordinating purchasing, maintaining financial and inventory records, communicating with vendors, supporting events and deliveries, and serving as a responsive point of contact for teachers and other departments. The successful candidate is highly organized, service-oriented, detail-focused, and able to manage multiple priorities in a busy school environment Key Responsibilities 1. Purchasing & Financial Administration Coordinate purchases of technology equipment, software, subscriptions, supplies, and services. Collect quotations, prepare purchase requests, and submit purchase orders in accordance with school procedures. Maintain accurate and organized records of purchase orders, invoices, receipts, approvals, warranties, and contracts. Track purchases from initial request through delivery, payment, and distribution, following up on missing documentation, credits, or incomplete orders. Monitor departmental spending and support LIT leadership with budget tracking and reporting. Coordinate petty cash distribution and maintain complete records of disbursements, receipts, reimbursements, and balances. Collaborate with the Business Office to ensure financial documentation is accurate and submitted on time. 2. Vendor & Delivery Coordination Serve as the administrative point of contact for technology vendors, contractors, service providers, and delivery companies. Schedule and coordinate equipment deliveries, installations, demonstrations, maintenance visits, and service appointments. Coordinate vendor access, security procedures, parking, and the availability of appropriate LIT personnel. Verify delivered items against purchase orders and promptly address shortages, damaged items, or incorrect shipments. Maintain organized records of vendor contacts, quotations, service agreements, and contracts. Follow up on delayed orders, returns, repairs, replacements, and warranty claims. 3. Event & Meeting Coordination Provide logistical support for school events, technology training sessions, professional learning activities, presentations, and departmental meetings. Coordinate schedules, room reservations, equipment, supplies, refreshments, presenters, and vendor participation as needed. Assist with the preparation of agendas, handouts, sign-in materials, name tags, and other supporting documentation. Communicate event details and logistical requirements to participants and partner departments. Coordinate event setup and breakdown with LIT, Maintenance, and other school teams. Maintain an updated calendar of LIT events, installations, training sessions, deadlines, and major projects. 4. Equipment, Inventory & Records Support Assist in maintaining accurate records of computers, devices, accessories, software licenses, and other technology assets. Support the labeling, organization, and documentation of newly purchased equipment in coordination with the Helpdesk Coordinator. Maintain organized departmental files and documentation related to technology assets and purchases. Support inventory updates and periodic verification of technology equipment and supplies. 5. General Administrative Support Manage departmental calendars, appointments, meetings, deadlines, and other administrative activities. Prepare correspondence, forms, reports, spreadsheets, presentations, and other departmental documents. Take meeting notes and maintain organized records of key decisions, action items, and follow-ups. Monitor shared departmental email accounts and respond to or route messages appropriately. Maintain organized and up-to-date digital and physical filing systems. Support LIT leadership with project tracking, scheduling, budget preparation, and departmental reporting. Handle financial, personnel, student, vendor, and technology-related information with discretion and confidentiality. Provide general administrative support to the Learning Innovation & Technology Department as needed. Perform other duties consistent with the needs of the LIT Department and the school. Required High school diploma or equivalent. Previous experience in administrative support, office coordination, purchasing, logistics, or a similar role. Strong organizational, time-management, and follow-through skills. Ability to manage multiple priorities, requests, deadlines, and projects simultaneously. Strong attention to detail, particularly when handling financial, purchasing, and inventory records. Effective written and verbal communication skills. Proficiency with email, calendars, word processing, spreadsheets, and shared digital files. Ability to work independently while collaborating effectively as part of a team. Ability to handle confidential information with discretion and exercise sound judgment. Professional proficiency in both English and Spanish. Preferred Associate’s or bachelor’s degree in Business Administration, Office Management, Information Technology, or a related field. Previous administrative experience in a school, technology department, or similarly complex organization. Experience with purchasing systems, help-desk platforms, inventory databases, or financial software. Experience coordinating vendors, deliveries, events, installations, or service appointments. Familiarity with Google Workspace and/or Microsoft 365. Educación.