IT Administrative Assistant

Didlake, Inc. is a non-profit rehabilitation services organization. At Didlake, creating opportunities that enrich the lives of people with disabilities is our mission. Since 1965, Didlake has served thousands of people with significant disabilities by providing training, job placement, employment opportunities, and day support services. We provide rewarding and purposeful work.

Why This Role Matters

The Administrative Assistant plays a critical role in supporting the efficiency and effectiveness of the Information Systems (IT) department. This position serves as the central administrative and coordination hub for the team, ensuring technology projects, vendor relationships, and departmental operations run smoothly. By supporting project tracking, contract management, purchasing processes, and day-to-day administrative activities, this role helps the IT team successfully deliver technological solutions that support the organization's mission and operations.

What You Will Do

• Provide administrative support to the VP of IT, including calendar management, meeting coordination, project tracking, and event planning.
• Support IT department technology initiatives by tracking project tasks, timelines, and deliverables using Smartsheet and providing regular project status updates to leadership.
• Assist in coordinating IT department projects by documenting tasks, monitoring deadlines, and following up with team members to ensure milestones are met.
• Provide back-up support to the IT Manager by assisting with helpdesk ticket coordination and assigning tickets to technicians based on availability and expertise.
• Manage corporate contracts within the Contract Management System, including adding new contracts, updating documentation, maintaining vendor account information, and generating contract reports.
• Support departmental purchasing by creating purchase requisitions, reconciling credit card expenses, and processing packing slips.
• Assist with asset management by maintaining accurate asset records, conducting regular audits, and supporting reporting requirements.
• Serve as a primary point of contact for vendors, handling billing inquiries, service requests, and account updates.
• Create and upload instructional materials such as training videos and webinars to internal platforms.
• Review and process monthly invoices and escalate issues, when necessary, based on established guidelines.
• Assist with the preparation and documentation of the annual IT budget.
• Coordinate IT Tech Talks, including scheduling sessions, preparing content, and managing room or technology setup.
• Provide additional administrative, clerical, and research support to the IT team as needed.