CLASSIFIED JOB DESCRIPTION

Non-exempt; Full-time

POSITION TITLE:IT Office Coordinator

DEPARTMENT:Information Technology

PURPOSE:

The Office Coordinator is responsible on a daily basis for ensuring the smooth operation of the IT help desk and IT department functions, as well as providing administrative support to the IT Director. This positionwill coordinate the efforts of the Help Desk Support team, along with other areas of the IT Department, to ensure technical issues and support requests are resolved in a timely, appropriate and consistent manner. Tracking budget expenditures, generating purchase orders, requisitioning supplies and communicating with vendor resources.Develops and maintains department forms and reports using Microsoft Office Suite and other reporting tools. Analyzes and evaluates office processes and procedures to increase efficiency through technology and custom applications. Coordinates with IT department staff to implement and maintain all technology projects. In addition this person will manage scheduling of all video conferencing room technicians and work study students.

ESSENTIAL FUNCTIONS

Communication:

  • Present a professional, welcoming first contact to all students, staff and faculty by phone, in person, and email.
  • Provides information by answering questions and requests.
  • Effectively communicate with IT support staff.
  • Responsible for incoming and outgoing mail, shipping and receiving.
  • Maintains continuity of work operations by documenting and communicating needed actions to IT Department.

Office Management:

  • Creates and revises systems and procedures by analyzing operating practices; studying utilization of computer and software technologies; evaluating personnel and technological requirements; implementing changes.
  • Demonstrate advanced budgetary skills and ensure compliance with the allotted departmental budget.
  • Provide support for IT team to include staff travel arrangements and expense tracking, program and stipend supplies, and other supportive tasks.
  • Provide support to staff to monitor credit card purchases, compile receipts and documentation, and reconcile monthly credit card bill.
  • Responsible for organizational functions and general meeting support: including arranging, follow up calls, maintaining office space schedules, copying and faxing.
  • Provide IT Director with relevant documentation and facts to resolve issues in a timely fashion.
  • Assign and track helpdesk tickets as they are submitted in accordance with established procedures.
  • Effectively track support requests and ensure task completion.
  • Schedule IT resources in a logical fashion, including accurate time considerations.

Inventory Management:

  • Maintains a full inventory of technology equipment including computers, laptops, routers, switches, tables, etc.
  • Responsible for managing supplies and maintenance of storage areas
  • Ensure logistical hardware and software support through researching availability of, requisitioning and ordering supplies as needed.
  • Research purchase orders and contracts to ensure accuracy.
  • Accurately track orders and expenditures.

TVCC values professionalism in its employees. The following attributes and behaviors are identified as examples of what is expected of an employee:

  • Display empathy and positive regard for others in written, verbal and non-verbal communications.
  • Work effectively with colleagues and students by practicing punctuality, respect for deadlines, collaborative problem solving, and honest communication.
  • Build trusting relationships by acting with integrity, courtesy, and responsibility, even in the face of stress or demanding workplace conditions.
  • Maintain proficiency as needed and approved by attending trainings, reading job-related materials, and meeting with others in area of responsibility.
  • Dress appropriately for a workplace with frequent customer service interaction and community outreach.
  • Meet all required standards of confidentiality and safety. Maintain work areas in a clean and orderly manner.

QUALIFICATIONS

MANDATORY: AA degree and/or1 year academic certificate coupled withtwo years equivalentexperience, managing processes, process improvement, inventory control, reporting skills, change management, client relationships, developing standards and administrative writing skills. Must havea broad knowledge of computer applications, web browsers, email client, and integrated office suites (e.g. Word and Excel). Proactive, helpful, can-do attitude, organized, self-motivated, able to work independently and interdependently, welcoming to the public,communicate effectively verbally and in writing to technical and non-technical users. Able to handle detail oriented work while meeting schedules and deadlines. Experience working in an academic (K-12 and/or higher education) organization

PREFERRED: Certification or BS degree in Computer Science. Appliedknowledge of Jenzebar, Ad Astra or Access databases

PHYSICAL DEMANDS

Minimum physical exertion. While performing the duties of this position, the employee is frequently required to sit, communicate, reach and manipulate objects, tools or controls. The position requires mobility. Duties involve moving materials weighing up to 5 pounds on a regular basis and up to 10 pounds on an occasional basis. Manual dexterity and coordination are required over 50% of the work period while operating equipment such as computer keyboard, mouse, calculator and similar machines.

WORKING CONDITIONS

Most work takes place in usual office working conditions, where the noise level is typical of most office environments with telephones, personal interruptions, and background noises.

May work some evenings and weekends to complete projects or meet the needs of the department.

SUPERVISORY RESPONSIBILITY

None.

SUPERVISION RECEIVED

Works under the general supervision of the Director of Information Technology.

The above description covers the most significant duties performed but does not include other related occasional work.

Revised12/2014

I have read and understand this position description.

Employee SignatureDate

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