Office Coordinator School of Business, Logistics, and Supply Chain

Ivy Tech Community College•South Bend, IN

11d

About The Position

The Office Coordinator provides administrative support and delegation for the School of Business, Logistics, and Supply Chain, serving as a first point of contact for administrative needs and coordinating daily office operations. The role requires independent work, confidentiality, strong interpersonal and communication skills, and effective working relationships with administrators and others inside and outside the organization. The position supervises designated support staff and reports to the Program Chair or School Deans. The coordinator oversees office workflows and records; supports faculty and staff employment documentation, course and room scheduling, textbook ordering, travel arrangements, purchasing, budget reporting, facilities, calendars, meetings, student files, and academic events. The role also helps maintain School materials, classroom supplies, onboarding and professional-development records, and timely preparation of course documents. Responsibilities are performed in accordance with FERPA, applicable regulations, and professional standards. Other logically associated duties may be assigned. The position pays $20.00 per hour and is classified as exempt. Ivy Tech describes its benefits as supporting the well-being, growth, and financial security of full-time faculty and staff. A selected candidate will be subject to pre-employment background checks, including a criminal history check, and an offer is contingent on the outcome.

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, Office, Word, and Excel.
Excellent organizational, decision-making, and problem-solving skills.
Ability to promote an inclusive environment that reflects the diversity and backgrounds of students and employees, where each individual feels 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 offer is contingent on the outcome.

Nice To Haves

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

Responsibilities

Oversee office administration and coordinate support staff workflows within the School(s).
Prepare full-time and adjunct faculty contracts, Program and School Chair overload contracts, semester loading forms, new-hire information, and other employment records while maintaining confidentiality.
Enter Program courses into Banner and coordinate room scheduling.
Oversee textbook ordering and management for the School(s).
Assist with data collection to analyze student enrollment, retention, and completion trends for the School and Program.
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, overnight accommodations, rental car reservations, travel requests, and reimbursement requests for School faculty and staff.
Maintain School office records and student files, updating records as needed.
Coordinate correspondence and weekly department meetings among the Dean, Chairs, and School staff and faculty.
Assist in coordinating office or classroom coverage when School staff or faculty are absent.
Ensure office, classroom, and lab 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 syllabi, are accurate, timely, and compliant with college deadlines and quality standards.
Coordinate staff and faculty training and onboarding materials as required, and maintain professional-development records.
Assist in 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.
Perform other duties logically associated with the position as assigned, while following FERPA, applicable regulations, and professional standards.

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.
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.