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 departments 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:

• Associates 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 worlds 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.

Required Experience:

IC