Administrative Assistant​/Helpdesk Specailist

Location: Indianapolis

Administrative Assistant/Helpdesk Specialist

2 days ago Be among the first 25 applicants

Get AI-powered advice on this job and more exclusive features.

This range is provided by ATC. Your actual pay will be based on your skills and experience—talk with your recruiter to learn more.

Base Pay Range

$15.00/hr – $21.00/hr

Time Allocation

Approximately 50% of the coordinator’s time will be dedicated to helpdesk support
, 30% will focus on administrative assistance
, 10% will be spent on procurement-related tasks
, and the remaining 10% will be allocated to other duties as assigned.

Key Responsibilities 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%)

• Assist with minimal procurement activities:
• 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 record‑keeping.

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 setup.
• Required Experience: Minimum 3 years in event planning or coordination.

Other Duties as Assigned (10%)

• Support special projects and initiatives as directed by the CIO.
• Maintain records and reports related to helpdesk, procurement, and staffing activities.
• Required Experience: Demonstrated flexibility and experience supporting cross‑functional initiatives.

Required

Skills and Qualifications Education Qualifications

• Associate degree or higher in Information Technology, Business Administration, or a related field is required.
• Relevant industry certifications or similar credentials are considered a strong plus.
• Equivalent combinations of education and professional experience (minimum 5–7 years in helpdesk and administrative support roles) may be considered in lieu of formal degrees.

Technical & Operational Skills

• Experience with helpdesk ticketing systems and basic troubleshooting.
• Familiarity with procurement workflows and PO systems.
• Proficiency in…