Office Assistant - School of Health Sciences and School of Nursing

Ivy Tech Community College • Lafayette, IN

1d

About The Position

Provide support for the Schools Office; responsibilities delegated by the Coordinator for the Schools Office; position entails independent work effort; confidentiality; works with faculty, staff, students, and the public; requires good interpersonal and communication skills. POSITION REPORTS TO: Operations Manager, Deans Major Responsibilities: Maintain all faculty, staff, and student records and documents with confidentiality and accuracy. Prepare and process adjunct faculty contracts, program and School Deans over-load contracts, and semester loading forms. Prepare new hire information and other records/documents pertaining to initial employment. Assist in the development and maintenance of all Schools printed materials. Materials include, but are not limited to semester schedules, campus website, and program/schools brochures. Maintain Schools office records and update when changes are needed. Maintain a process and procedure notebook for shared reference among the office staff and deans. Coordinate schools' correspondence, meetings, advisory board meetings, and communication with outside attendees and vendors related to the events. Prepare meeting materials for the School Deans. Ensure that office, classroom, and lab supplies are ordered and available in coordination with the faculty and staff of the programs. Verify purchase requisitions against monthly budget reports and purchase cards (credit cards) for accuracy, and develop financial reports as directed by the School Deans. Maintain the Schools' room key inventory and distribution and process key request forms for full-time faculty and staff. Assist in the documentation of equipment donations to the schools. Assist program chairs and deans with equipment documentation and inventory control. Coordinate or assist with the scheduling of Schools' meetings and maintain the School Deans' calendars. Schedule or coordinate the scheduling of student appointments with the student's academic advisor. Maintain the student files and the master student database for selective admission programs. Ensure that course materials including but not limited to assessments, course schedules and syllabi are completed in an accurate and timely manner. Work with reports from templates or creation of custom reports for schools. Work with other areas of the college in support of the college strategic plan. Perform other duties as deemed appropriate by School Deans.

Requirements

• Associates degree in Administrative Office Technology, or related degree preferred.
• Three years of office administration experience required.
• Strong computer skills required, including the ability to use word processing, spreadsheet, database, and presentations software.
• Selected candidate for employment will be subject to pre-employment background checks, including criminal history check, and any offer of employment will be contingent upon that outcome.
• Applicants must be currently authorized to work in the United States on a full-time basis.

Responsibilities

• Maintain all faculty, staff, and student records and documents with confidentiality and accuracy.
• Prepare and process adjunct faculty contracts, program and School Deans over-load contracts, and semester loading forms.
• Prepare new hire information and other records/documents pertaining to initial employment.
• Assist in the development and maintenance of all Schools printed materials. Materials include, but are not limited to semester schedules, campus website, and program/schools brochures.
• Maintain Schools office records and update when changes are needed.
• Maintain a process and procedure notebook for shared reference among the office staff and deans.
• Coordinate schools' correspondence, meetings, advisory board meetings, and communication with outside attendees and vendors related to the events.
• Prepare meeting materials for the School Deans.
• Ensure that office, classroom, and lab supplies are ordered and available in coordination with the faculty and staff of the programs.
• Verify purchase requisitions against monthly budget reports and purchase cards (credit cards) for accuracy, and develop financial reports as directed by the School Deans.
• Maintain the Schools' room key inventory and distribution and process key request forms for full-time faculty and staff.
• Assist in the documentation of equipment donations to the schools.
• Assist program chairs and deans with equipment documentation and inventory control.
• Coordinate or assist with the scheduling of Schools' meetings and maintain the School Deans' calendars.
• Schedule or coordinate the scheduling of student appointments with the student's academic advisor.
• Maintain the student files and the master student database for selective admission programs.
• Ensure that course materials including but not limited to assessments, course schedules and syllabi are completed in an accurate and timely manner.
• Work with reports from templates or creation of custom reports for schools.
• Work with other areas of the college in support of the college strategic plan.
• Perform other duties as deemed appropriate by School Deans.

Benefits

• Competitive benefits and professional development programs
• The most advanced technologies in our classrooms and training facilities
• Collaborative and innovative culture with a focus on creativity and employee belonging
• Commitment to adapting to meet Indiana's workforce needs and fostering a sustainable, inclusive workplace

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Education Level: Associate degree
• Number of Employees: 5,001-10,000 employees