Technology Business Operations Coordinator

Position Type:
Secretarial/Clerical/Administrative Assistant

Date Posted:
11/10/2025

Location:
District Services Center

Closing Date:
03/26/2026
Hours: 40
Salary: $22.41
Calendar: 235

PURPOSE
The primary purpose of this position is to provide operational and administrative support to the Technology Department to ensure efficient management of technology resources, budgets, and procurement processes. The IT Business Operations Administrative Coordinator assists with key initiatives such as department budget tracking and transfers, technology acquisitions and annual renewals, hotspot distribution, student technology fines, and E-Rate documentation, while maintaining effective communication within the department and across district offices.

This position plays a vital role in supporting the department's strategic goals by combining technical proficiency, organizational skill, and strong customer service to facilitate smooth and compliant technology operations district wide.

SUPERVISION RECEIVED
Receives general supervision from the Chief Information Technology Officer and IT Leadership team. Works collaboratively with Information Tech staff.

ESSENTIAL DUTIES
Duties may include, but are not limited to, the following:

Vendor and Contract Management

• Assist with organizing and maintaining vendor information, agreements, and contracts.
• Utilize centralized vendor and contract management systems to ensure timely renewals and compliance.
• Collaborate and assist the Business Office, Procurement, and other departments to coordinate IT purchasing activities.
• Maintain documentation and ensure compliance with data protection and district standards (e.g., DPA compliance).
• Monitor vendor performance and facilitate resolution of issues or escalations as needed.

Budgeting and Financial Management

• Assist with monitoring budgets, tracking balances, and preparing fund transfers.
• Prepare, process, and track purchase orders and service contracts in accordance with district policy.
• Ensure procurement activities align with district financial and purchasing regulations.
• Perform accurate data entry and maintain financial records to support budget tracking and reporting.

Software and License Management

• Track and manage software, hardware, and service renewals to prevent lapses in coverage or licensing.
• Maintain records within contract management or related tracking systems.
• Coordinate with software vendors and district staff to support technology implementations and renewals.
• Assist and support compliance with licensing terms and manage associated documentation.

Administrative Assistance

• Support the preparation, submission, and tracking of E-Rate applications, reimbursements, and related documentation.
• Maintain compliance with federal E-Rate procurement requirements and record retention standards.
• Collaborate with internal and external stakeholders to facilitate the timely achievement of E-Rate milestones. Provide support for inventory management and reporting associated with E-Rate requests.
• Monitor budgets and expenditures specific to E-Rate fund categories.
• Support the distribution, collection, and tracking of technology assets such as hotspots and student devices.
• Process billing, payments, and reconciliations related to student technology fines.
• Coordinate logistics to ensure accurate financial transactions and timely asset reconciliation.
• Assist in developing, reviewing, and maintaining purchasing and technology-related policies and procedures.
• Support the creation and maintenance of internal documentation and web content.
• Maintain accurate records, certifications, and compliance documentation in alignment with district and legal standards.
• Support continuous improvement of procurement and operational processes.
• Maintain regular attendance, adhere to all district policies and procedures, and demonstrate professionalism in all interactions.
• Work with various cultural and ethnic groups in a tactful and effective manner; foster an environment that embraces integrity, trust and respect.
• Be an integral team player, which involves flexibility, cooperation, and communication.
• Perform other related duties as required

MINIMUM QUALIFICATIONS
Knowledge of:

• General office procedures, recordkeeping, and administrative practices.
• District purchasing, procurement, and budget tracking processes.
• Basic principles of accounting and financial documentation.
• Technology inventory and asset tracking procedures.
• Contract management systems and data entry software.
• E-Rate program requirements and documentation standards.
• Proper grammar, spelling, punctuation, and business correspondence formats.
• Customer service practices and effective communication techniques.
• Data privacy, digital security, and document retention requirements.
• Operation of a personal computer and job-related software applications for word processing, spreadsheets, database creation and maintenance, information storage and retrieval, and related tasks;
• English grammar, spelling, and punctuation.

Ability to:

• Build positive relationships with staff…