Office Coordinator School of Business, Logistics, and Supply Chain

Ivy Tech Community College•South Bend, IN

About The Position

The Office Coordinator provides administrative support and delegation for the School of Business, Logistics, and Supply Chain. The role is the first point of contact for administrative support and coordinates the school office’s daily operations. It requires independent work, discretion in handling confidential matters, and effective working relationships with administrators and others inside and outside the organization. The Office Coordinator supervises designated support staff and reports to the Program Chair or School Deans. The position supports faculty, staff, and students through office administration, course and room scheduling, employment documentation, recordkeeping, budget and purchasing processes, communications, training, and academic events. Responsibilities are conducted in accordance with FERPA, other applicable regulatory requirements, and professional standards. Other logically associated duties may be assigned. Compensation is $20.00 per hour.

Requirements

Associate degree in Administrative Office Technology or a related field and two years of office administration experience, or equivalent experience.
Competency in Microsoft Outlook, Microsoft Office, Word, and Excel.
Excellent organizational, decision-making, and problem-solving skills.
Ability to promote an inclusive environment in which people from diverse backgrounds feel respected and valued.
Sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of college students and employees.
Selected candidate must undergo pre-employment background checks, including a criminal history check; any employment offer is contingent on the outcome.

Nice To Haves

Bachelor’s degree.
Bilingual Spanish/English communication skills.

Responsibilities

Oversee office administration and coordinate the workflow of support staff within the school or schools.
Prepare full-time and adjunct faculty contracts, Program and School Chair overload contracts, semester loading forms, new-hire information, and other employment records and documents while maintaining confidentiality.
Enter program courses into Banner and coordinate room scheduling.
Oversee textbook ordering and management for the school or schools.
Assist with collecting data to analyze student enrollment, retention, and completion trends for the school and its programs.
Work with the Dean and Vice-Chancellor of Academic Affairs to provide updates on course scheduling, maintenance, and room scheduling.
Assist in developing and maintaining school printed materials, including semester schedules, student guides, and promotional materials.
Assist with travel Spend Authorizations for overnight accommodations and rental-car reservations; complete travel requests and travel reimbursement documentation.
Maintain school office records, update records when changes are needed, and coordinate and maintain student files.
Coordinate correspondence and weekly department meetings involving the Dean, Chairs, and school staff and faculty.
Assist in arranging office or classroom coverage when school staff or faculty are absent.
Ensure office, classroom, and laboratory supplies are available in each classroom.
Oversee purchase requisitions, verify them against monthly budget reports, and develop financial reports as directed by the Dean.
Oversee school facility maintenance and room-key inventory and distribution.
Maintain the master calendar for school faculty and staff, coordinate school meetings, and schedule or coordinate student appointments with program chairs or academic advisors.
Ensure typed course materials—including tests, quizzes, semester schedules, and course syllabi—are accurate, timely, and compliant with college deadlines and quality standards.
Coordinate training and onboarding materials for staff and faculty as required, and maintain professional-development records.
Assist with coordinating academic events, including Honors Convocation, faculty in-service, and New Faculty Orientation.
Work with other college areas and serve on committees in support of college goals.
Maintain professional and effective working relationships with faculty, staff, and students.
Participate in appropriate professional-development opportunities to stay current in required job knowledge and skills.

Benefits

Multiple medical plan options paired with a Health Savings Account and employer contribution.
Dental plan with no-cost preventive services and orthodontia coverage.
Vision plan with low-cost exams and allowances for glasses or contact lenses.
Employee Assistance Program with confidential counseling, legal consultations, financial planning consultations, and other resources at no cost.
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.
Discounts on gym memberships, transportation, and various retail services.