ISS Department Coordinator

    • Job Tracking ID: 676802
    • Job Location: Hopkins, MN
    • Job Level: Mid Career (2+ years)
    • Level of Education: BA/BS
    • Job Type: Full-Time/Regular
    • Date Updated: April 17, 2019
    • Years of Experience: 2 - 5 Years
    • Starting Date: April 1, 2019
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Job Description:

Position Overview:


The Department Coordinator provides administrative support to the Director of Information Support Services and colleagues in the information technology department. The Department Coordinator is responsible for the supporting projects, related budgets, and service tickets including billing and related correspondence; account reconciliation and analysis, issuing purchase orders for material orders; inventory; reviewing vendor and maintenance contracts for payment; assisting with end user management; scheduling service technicians; and other administrative functions. The ideal candidate should demonstrate strong communication and problem-solving skills, be comfortable learning new tools, possess strong Microsoft Office (particularly Microsoft Excel) and database skills, be attentive to detail, have a basic understanding of accounting/finance, and always be reliable. This professional role requires an individual to work effectively with employees, families, vendors, and department management in accomplishing project objectives.


Essential Functions and Responsibilities:


Administrative Responsibilities:

  • Coordinates departmental finances including purchasing, budgeting, billing, reconciliation and vendor payments. Responsible for department’s accounts payable and receivable.

  • Ensure timely and accurate processing of financial statements, worksheets, account reconciliations and analysis on a monthly basis.

  • 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 the 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 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.

Experience and Skills:

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.

  • Experience with database use and functionality.

  • Understands purchasing and accounting procedures.

  • Intermediate to advanced knowledge of Excel and Google Sheets.

  • 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, oral and interpersonal communication skills.

  • 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.

  • Understand the principles of record keeping, records retention, records management, and file maintenance.

  • Ability to plan, prioritize and complete assignments with minimum supervision.

  • Excellent computer skills including proficiency in using databases..

  • Ability to work independently as well as a team player.

  • Ability to work overtime or flex time during specific busy periods.   


Preferred Qualifications:


  • Associate, bachelor’s 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.

  • Familiar with project management practices and tools.

  • Reliable transportation between campuses.

  • Understanding and appreciation for the mission of an independent school.


Working Conditions:

  • General indoor school environment.

  • Work is generally sedentary in nature, but may require standing and walk for up to 20% of the time.

  • Working environment does not generally include hazardous or unpleasant conditions caused by excessive noise, dust, etc.


Essential Physical Requirements:

  • Ability to lift up to 20 pounds.   

  • Must be able to read, write and communicate in English.

  • Must have good vision.