Help Desk Coordinator​/Administrative Assistant

Help Desk Coordinator/Administrative Assistant

Role: Help Desk Coordinator/Administrative Assistant
Location: 2 N. Meridian St. Indianapolis, IN 46204-Onsite
Contract: Long Term
Pay Rate: $21.16/hr

Job Description: This role is structured with approximately 50% dedicated to helpdesk support, 30% administrative assistance, 10% procurement related tasks, and 10% allocated to other duties as assigned, including event coordination, account management backup and special projects.

Position Summary: The Helpdesk Coordinator plays a pivotal role in supporting the operational and administrative functions of the Office of Technology and Cybersecurity (OTC). Reporting directly to the CIO, this position serves as the first point of contact for helpdesk inquiries, ensuring prompt and professional resolution of technical issues while also managing a variety of administrative, procurement, and organizational tasks. The coordinator works closely with OTC leadership to facilitate smooth day‑to‑day operations, maintain organizational data, and support strategic initiatives.

This role requires a high level of professionalism, confidentiality, and adaptability to support executive‑level needs and division‑wide coordination. The ideal candidate is a senior‑level professional with 5–7 years of experience in helpdesk and administrative support, highly organized, detail‑oriented, discreet, and capable of managing multiple priorities in a dynamic environment.

Estimated Time Allocation: 50% helpdesk support, 30% administrative assistance, 10% procurement tasks, 10% other duties.

• Helpdesk Operations (50%)
  • Serve as the first point of contact for general questions from OTC users.
  • Work with internal subject matter experts (SMEs) to gather accurate information and provide timely responses to end users.
  • Monitor and resolve assigned helpdesk ticket categories, with a focus on procurement‑related tickets and routing them appropriately.
  • Maintain documentation of ticket resolutions and contribute to knowledge base updates.
  • Required Experience: 5–7 years in IT helpdesk or technical support roles, including experience in cross‑functional coordination, ticket triage, and customer service.
• Procurement Support (10%)
  • Initiate and track purchase orders (POs).
  • Coordinate PO renewals and terminations.
  • Order office supplies and equipment for OTC staff.
  • Required Experience: Minimum 3 years in procurement coordination or purchasing support.
• Administrative Assistance (30%)
  • Schedule meetings for the CIO and deputy CIOs.
  • Create and manage job requisitions in coordination with HR.
  • Submit and track PSID (People Soft ) requests for OTC employees.
  • Support onboarding/offboarding processes, including equipment and access provisioning.
  • Draft welcome letters and coordinate interview logistics.
  • Provide general administrative and clerical support to OTC managers and employees.
  • Manage daily office needs and general administrative activities.
  • Coordinate travel arrangements for OTC staff, including lodging, transportation, and reimbursements.
  • Assist with VPN access requests, including form preparation, routing for approvals, and submission to administrative services.
  • Work with CAI on new job postings, interview scheduling, candidate coordination, and onboarding activities.
  • Required Experience: 5–7 years in executive‑level administrative support, including HR coordination, travel logistics, and vendor collaboration.
• Organizational Maintenance
  • Create and maintain OTC organizational charts.
  • Maintain the master list of all OTC employees.
  • Provide access to files and conversations as required by job responsibilities.
  • Ensure confidentiality and discretion in handling sensitive information.
  • Required Experience: Minimum 3–5 years in organizational data management and administrative recordkeeping.
• Backup Support
  • Serve as a backup for account management tasks, including user provisioning, access reviews, and account updates as needed.
  • Required Experience: Minimum 3 years in account or identity management support.
• Event Coordination
  • Organize and coordinate division‑wide quarterly meetings and all‑staff events.
  • Manage logistics including catering, RSVPs, gift cards, and technical…