Office Assistant - School of Arts, Science, and Education

Ivy Tech Community College•Lafayette, IN

13d•$18•Onsite

About The Position

Serves as the primary office assistant and first point of contact, providing clerical and receptionist support. Make calls to current and prospective students as requested by the School Dean or designee. Provides general clerical support for the School of Liberal Arts, Sciences & Education and the School of Public Affairs & Social Services. Independently answers incoming calls to the College, directing inquiries appropriately and taking messages when necessary. Provide support for the school office. Serve as back-up building receptionist/first contact for School Office. Assist visitors and provide general College information. Refer specific inquiries to faculty and staff and direct visitors to appropriate offices. Make phone calls, as requested, to students and prospective students dealing with a variety of subjects. Record information regarding calls and prepare reports, as appropriate. Provide clerical support for faculty and staff with such tasks as data entry, collating documents, mailings, file preparation and other duties as assigned. Responsible for following all campus security policies and procedures. Other duties may include the following: make student appointments; prepare calendars; update syllabi; enrollment tracking; manage and order supplies; maintain all open work area; and sort and distribute mail. Assist Program Chairs with advisory committee meetings, including correspondence, maintaining advisory committee member list, coordination of meeting arrangements, and transcribing and editing minutes of each meeting. Assist in coordinating campus events. Manage School email account. Type correspondence, reports, contracts, requisitions, forms, and other materials as requested. Distribute typed materials as requested. Prepare full-time and part-time faculty packets for distribution during non-instructional week and end-of-semester checklists. Maintain and update office files, developing and revising filing system as needed to keep current and accurate records. Monitor main office space to maintain supplies. Work independently to perform routine administrative duties for School Dean, Program Chairs, Full-time Faculty, Adjunct Faculty and assigned Academic Advisors. This position is highly responsible for sensitive and very confidential matters such as salaries and budget information. In addition, this position requires good interpersonal and communication skills. This is not to be construed as an exhaustive list. Other duties logically associated with this position may be assigned.

Requirements

Associate’s degree in Office Administration or a related field
Demonstrated proficiency in computer applications, including but not limited to Microsoft Office Suite and Google Drive.
Strong communication skills, both written and verbal, along with excellent interpersonal abilities.
Highly organized with effective decision-making and problem-solving skills.

Nice To Haves

two years of related experience

Responsibilities

Serves as the primary office assistant and first point of contact, providing clerical and receptionist support.
Make calls to current and prospective students as requested by the School Dean or designee.
Provides general clerical support for the School of Liberal Arts, Sciences & Education and the School of Public Affairs & Social Services.
Independently answers incoming calls to the College, directing inquiries appropriately and taking messages when necessary.
Provide support for the school office.
Serve as back-up building receptionist/first contact for School Office.
Assist visitors and provide general College information.
Refer specific inquiries to faculty and staff and direct visitors to appropriate offices.
Make phone calls, as requested, to students and prospective students dealing with a variety of subjects.
Record information regarding calls and prepare reports, as appropriate.
Provide clerical support for faculty and staff with such tasks as data entry, collating documents, mailings, file preparation and other duties as assigned.
Responsible for following all campus security policies and procedures.
Make student appointments
Prepare calendars
Update syllabi
Enrollment tracking
Manage and order supplies
Maintain all open work area
Sort and distribute mail
Assist Program Chairs with advisory committee meetings, including correspondence, maintaining advisory committee member list, coordination of meeting arrangements, and transcribing and editing minutes of each meeting.
Assist in coordinating campus events.
Manage School email account.
Type correspondence, reports, contracts, requisitions, forms, and other materials as requested.
Distribute typed materials as requested.
Prepare full-time and part-time faculty packets for distribution during non-instructional week and end-of-semester checklists.
Maintain and update office files, developing and revising filing system as needed to keep current and accurate records.
Monitor main office space to maintain supplies.
Work independently to perform routine administrative duties for School Dean, Program Chairs, Full-time Faculty, Adjunct Faculty and assigned Academic Advisors.

Benefits

Health & Wellness 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
Retirement & Financial Security 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
Educational Benefits Fee remission for employees, spouses, and dependent children
Tuition assistance for undergraduate, graduate, and doctoral programs
Paid professional development opportunities
Work‑Life Balance 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)
Additional Perks Eligibility for Public Service Loan Forgiveness
Additional discounts on gym memberships, transportation, and various retail services