Information Technology Administrative Assistant

A. KEY RESPONSIBILITIES- The Technology Administrative Assistant provides essential administrative and operational support to the IT department.- This role ensures the smooth coordination of departmental activities, manages documentation, supports procurement and inventory processes, and facilitates communication between the technology team, school staff, vendors, and other departments.B. WORK DETAILSAdministrative Support:- Maintain department calendars, schedule meetings, and coordinate logistics for training and events.- Prepare memos, reports, presentations, and other documentation as requested by the Director of Information Technology and Digital Transformation.- Organize and manage departmental records, vendor contracts, software licenses, and technical manuals.Procurement and Inventory:- Assist with the purchase of IT equipment and software; obtain quotes, process purchase orders, and track deliveries.- Maintain accurate inventory of devices, accessories, and licenses using asset management tools.- Coordinate warranty claims, device replacements, and hardware returns.Communication and Documentation:- Serve as the first point of contact for general technology inquiries from school staff or parents.- Create and maintain internal process documentation and FAQs for end-users.- Update IT department webpages, support portals, or newsletters as needed.Project Coordination:- Support IT projects by tracking timelines, preparing materials, and documenting progress.- Assist in collecting data and feedback related to department initiatives (e.g., technology rollouts, surveys, audits).Budget Management:- Monitor departmental budgets and track expenses against allocated funds.- Assist in preparing annual budget proposals and quarterly spending forecasts.- Maintain accurate financial records, process invoices, and reconcile purchase orders.- Liaise with the finance department to ensure timely reporting, compliance, and budget transparency.- Support the technology team in identifying cost-saving opportunities and ensuring efficient use of resources.C. AUTHORITIES- Requesting users to follow regulations and instructions to ensure the effective and safe operation of the equipment. - Proposing the procurement of facilities and equipment for work purposes. - Attending seminars, workshops, and trainings to develop expertise or update new software within VAS