DOH-Help Desk Coordinator​/Administrative Assistant

IN-DOH-Help Desk Coordinator/Administrative Assistant

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. This role requires 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.

The estimated time allocation is approximately 50% helpdesk support, 30% administrative assistance, 10% procurement, and 10% other duties.

• 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, focusing on procurement‑related tickets and routing them appropriately.
• Maintain documentation of ticket resolutions and contribute to knowledge base updates.

• 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.

• 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.

• 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.

• Additional duties as assigned.

• Experience with helpdesk ticketing systems and basic troubleshooting.
• Familiarity with procurement workflows and PO systems.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint).
• Experience with SharePoint, scheduling tools, and organizational chart software.
• Understanding of VPN setup and access request procedures.

• Exceptional attention to detail and time management.
• Ability to multitask and prioritize in a fast‑paced environment.
• Professional demeanor and customer service orientation.
• Ability to work independently and collaboratively across teams.

We uphold strict confidentiality and discretion in all activities.