Administrative Support Specialist

At a Glance: Job Title: Administrative Support Specialist  Location: Friends School of Baltimore - Baltimore, MD 21210 Reports To: Director of Information Services Position Type: Full Time Pay range $17 - $19 Friends School is a Quaker, co-educational, college preparatory school, Pre-K through Grade 12, in Baltimore City, enrolling 803 students, 44% of whom identify as children of color. We are guided by the Quaker ideals of simplicity, peace, integrity, community, equality, and stewardship. We strive to be a purposefully inclusive community that reflects the racial, ethnic, cultural, socioeconomic, and religious diversity of our city and our region. Position Overview: We are looking for a proactive and organized Administrative Support Specialist to be the central point of communication for all incoming IT requests and office coordination needs. This role emphasizes administrative support, including purchasing, inventory management, task coordination, and effective communication to ensure smooth IT operations. The ideal candidate will be skilled in administrative management and possess strong organizational and communication skills. Key Responsibilities: Centralized Communication & Coordination: Serve as the primary point of contact for incoming IT requests via phone, email, and walk-ins. Screen and route requests to appropriate technicians, ensuring timely follow-up and clear communication. Coordinate technician schedules and ensure optimal assignment of tasks based on priority. Administrative & Organizational Duties: Manage the IT department's appointments, schedules, and meetings. Oversee purchasing and inventory, tracking orders, and maintaining asset management records. Support the organization and prioritization of open tickets to streamline workflow. Maintain detailed records of departmental activities, communications, and updates to ensure transparency and accountability. Inventory & Procurement: Track and maintain IT assets and equipment inventory. Handle purchasing requests, manage vendor relationships, and ensure timely reordering of supplies. Regularly update inventory databases and assist with audits as needed. Database & Reporting: Perform data entry, maintain accurate records, and support basic database tasks. Generate regular reports from ticketing and inventory systems to track trends and performance metrics. Assist in creating documentation for standard operating procedures and policies. Customer Service & User Support: Establish strong, supportive relationships with end-users and other departments. Clearly communicate updates, policies, and technical information to non-technical users. Foster a positive customer service experience through empathy and professionalism Required Skills & Qualifications: Associate's Degree in Business Administration, Information Technology, or a related field (or equivalent experience). 1-3 years of administrative experience, ideally in a help desk, technical support, or customer service role. Excellent organizational and multitasking skills, with the ability to prioritize tasks. Familiarity with common office applications (e.g., Microsoft Office, Google Workspace) and ticketing systems. Strong written and verbal communication skills, with a customer-centric approach. Ability to manage inventory and track orders efficiently. Personal Attributes: Highly detail-oriented with strong organizational skills. Demonstrated problem-solving ability and a proactive attitude. Adaptable to a fast-paced, dynamic environment. High level of professionalism, confidentiality, and empathy in customer interactions. This role requires someone who can maintain a well-ordered, efficient help desk environment and ensure streamlined communication, inventory, and administrative support. Friends School of Baltimore offers a host of benefits including Medical, Dental, Vision, 403(b) match up to 6%, Legal Services, Pet Insurance and Life, AD&D, STD & LTD. Additional information on benefits can be provided upon request. Friends School of Baltimore actively promotes equity, diversity, and inclusion in all programs and operations, including admissions, financial aid, and hiring. To form a community that strives to reflect the world's diversity, we do not discriminate on the basis of race or color, religion, nationality, ethnicity, economic background, physical ability, sex, gender identity or expression, or sexual orientation. Friends School of Baltimore is an equal opportunity employer. Candidates of color and members of other underrepresented groups who might enrich and diversify the school community are strongly encouraged to apply. Interested candidates should apply with their resume, cover letter, and supporting documents to the link on the school website. A search committee will review candidate information and will contact those candidates they are interested in having a conversation with about the position.