Executive Office Coordinator

Ivy Tech Community College•Noblesville, IN

1d•$51,000 - $53,000•Onsite

About The Position

The Executive Office Coordinator provides executive-level administrative and operational support to the Hamilton County Campus Chancellor, ensuring the effective operations of the Chancellor’s office. This highly visible position requires skilled judgement, discretion, organizational skills, and the ability to manage multiple priorities at one time. In addition to supporting the Chancellor, the Executive Office Coordinator also provides administrative support to the Executive Director for Development and Marketing (EDDM). The Executive Office Coordinator serves as a liaison to campus employees, students, community partners and leaders, donors, and members of the Campus Board of Trustees while maintaining the highest standards of professionalism and confidentiality.

Requirements

Associate degree and 3-5 years’ work experience in an executive setting or a combination of education, training, industry certifications, and relevant work experience will be considered.
Excellent communication, interpersonal, and organizational skills.
Ability to work collaboratively with constituents from all areas of the college.
Demonstrated experience planning and conducting several concurrent projects with minimal supervision.
Demonstrated experience maintaining confidentiality of sensitive information.
Ability to promote an inclusive environment that reflects the broad diversity and backgrounds represented by our students and employees and which every individual feels respected and valued.

Nice To Haves

Experience supporting executive leadership and boards.
Experience coordinating executive-level meetings and events.

Responsibilities

Serve as a trusted member of the Chancellor’s leadership team.
Coordinate the daily operations of the Office of the Chancellor and serve as the initial point of contact for the office.
During the Chancellor’s absence, use initiative and judgement to take action or refer matters requiring attention are handled in a manner that minimizes the effect of the absence.
Support Commencement, Convocation, leadership retreats, and other special events as assigned by the Chancellor.
Execute strategic campus initiatives as assigned by the Chancellor, to include project management and assurance of alignment with campus and College strategic goals and concurrent initiatives.
Participate in campus standing or ad hoc committees at the appointment of the Chancellor.
Oversee communications from the Office of the Chancellor: assess and evaluate documents and requests to determine routing or response; prepare and distribute communication from the Chancellor to internal and external constituents.
Prepare documents, slides, and reports as assigned by the Chancellor.
Maintain up-to-date contact list for the Office of the Chancellor.
Act as a liaison to the board for the Chancellor’s cabinet.
Prepare bi-monthly board meeting to include preparing slides, documents, and agendas; schedule meetings; prepare meeting rooms; and ensure required announcements are posted.
Maintain accurate contact information for the campus board.
Complete accurate meeting minutes and distribute minutes.
Assist Development and Marketing with events, to include ordering food and supplies, reserving rooms, set-up, and tear down.
Coordinate the Chancellor’s and the EDDM’s schedule, to include meeting preparations and pre-meeting briefings and completion of travel arrangements, reservations, registrations, and other forms.
Process Chancellor’s office and Development and Marketing purchase requisitions and track invoices and payments for the Chancellor and EDDM.
In collaboration with other administrative staff, maintain a welcoming and consistent presence in the administrative office suite: know and communicate important functions occurring on campus, coordinate office presence, cross-train to provide back-up, distribution of mail, and welcoming guests who are meeting in the administrative office suite or board room.
Serve as the campus’s back-up for room reservation CDA.
Other duties logically associated with this position may be assigned.
All responsibilities will be conducted within the parameters of the Family Educational Rights and Privacy Act (FERPA), other applicable regulatory requirements, and professional standards.

Benefits

Multiple medical plan options paired with a Health Savings Account with a generous employer contribution
Dental plan with no-cost preventive services and coverage for orthodontia
Vision plan with low-cost exams and allowances for glasses or contact lenses
Employee Assistance Program offering no-cost confidential counseling sessions, legal consultations, financial planning consultations, and other resources
Wellness program with opportunities to earn $250 in Wellness Rewards
Flexible Spending Accounts for healthcare (limited purpose) and dependent care
10% employer retirement contribution, fully vested after two years
Basic life insurance equal to annual salary paid by the College, with optional supplemental coverage
Short-term and long-term disability benefits
Fee remission for employees, spouses, and dependent children
Tuition assistance for undergraduate, graduate, and doctoral programs
Paid professional development opportunities
Generous paid time off, including vacation, sick leave, holidays, and winter recess
Flexible work arrangements where available
Paid childbirth recovery leave (8 weeks)
Paid parental leave (4 weeks)
Eligibility for Public Service Loan Forgiveness
Additional discounts on gym memberships, transportation, and various retail services