LIT Administrative Assistant

The LIT 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. Scope of

Responsibilities:
Purchasing and 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 records of purchase orders, invoices, receipts, approvals, warranties, and contracts.
• Track purchases from initial request through delivery, payment, and distribution; follow up on missing documentation, credits, or incomplete orders.
• Monitor departmental spending and support IT leadership with budget tracking and reporting.
• Coordinate petty cash distribution and maintain complete records of disbursements, receipts, reimbursements, and remaining balances.
• Collaborate with the Business Office to ensure financial documentation is accurate and submitted on time. Vendor and Delivery Coordination
• Serve as an administrative point of contact for technology vendors, contractors, service providers, and delivery companies.
• Schedule equipment deliveries, installations, demonstrations, maintenance visits, and service appointments.
• Confirm delivery details and coordinate vendor access, security procedures, parking, and the availability of appropriate IT personnel.
• Verify delivered items against purchase orders and promptly address shortages, damage, or incorrect shipments.
• Maintain organized vendor contacts, quotations, service agreements, and contract documentation.
• Follow up on delayed orders, returns, repairs, replacements, and warranty claims. Event and Meeting Coordination
• Provide logistical support for school events, technology training, professional learning, presentations, and departmental meetings when necessary.
• Coordinate schedules, room reservations, equipment, supplies, refreshments, presenters, and vendor participation.
• Assist with preparation of agendas, handouts, sign-in materials, name tags, and supporting documents as needed.
• Communicate event details and requirements to participants and partner departments.
• Coordinate setup and breakdown with IT, Maintenance, and other school teams.
• Maintain a calendar of IT events, installations, training sessions, deadlines, and major projects. Equipment, Inventory, and Records Support
• Assist in maintaining accurate records of computers, devices, accessories, software licenses, and other technology assets.
• Assist with labeling, organization, and documentation of newly purchased equipment in coordination with the Helpdesk Coordinator. General Administrative Support
• Manage departmental calendars, appointments, meetings, and deadlines.
• Prepare correspondence, forms, reports, spreadsheets, presentations, and other documents.
• Take meeting notes and maintain organized records of decisions and action items.
• Monitor shared departmental email accounts and respond to or route messages appropriately.
• Maintain orderly digital and physical filing systems.
• Assist IT leadership with project tracking, scheduling, budget preparation, and departmental reporting.
• Handle financial, personnel, student, and technology-related information with discretion and confidentiality.
• Perform other duties consistent with the needs of the IT Department and the school. Qualifications Required
• Student or Bachelor'
• 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 requests, deadlines, and projects simultaneously.
• Strong attention to detail, particularly when handling financial and inventory records.
• Effective written and verbal communication skills.
• Proficiency with email, calendars, word processing, spreadsheets, and shared digital files.
• Ability to work independently, collaborate with a team, maintain confidentiality, and exercise sound judgment.
• Professional proficiency in English and Spanish. Preferred
• Associate's or bachelor's degree in business administration, office management, information technology, or a related field.
• 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, or service appointments.
• Familiarity with Google Workspace or Microsoft 365. Schedule: Monday through Friday, 8:00 a.m. to 5:00 p.m. If you're interested, please send your CV and cover letter in English along with the name of the position you're applying for to the following email: cmsrecruitment@cms.edu.do.