Office Services Coordinator - School of Arts, Sciences, & Education

Ivy Tech Community College•South Bend, IN

1d•Onsite

About The Position

The Office Coordinator provides support and delegation for the School Office; is first contact for administrative support; oversees daily office operations. This position entails independent work effort, confidentiality, relationship building and good interpersonal skills.

Requirements

Associates Degree in Administrative Office Technology or related degree, and two years of office administration experience, or equivalent experience required.
Competency in Microsoft Outlook, Office, Word, and Excel required.
Must have excellent organizational, decision making, and problem-solving skills
Ability to promote an inclusive environment that reflects the broad diversity and backgrounds represented by our students and employees and in which every individual feels respected and valued.

Nice To Haves

Bachelor's degree
Bilingual (Spanish/English) communication skills

Responsibilities

Oversee the office administration responsibilities for the School of Arts, Sciences, & Education.
Prepare adjunct faculty contracts and Department and School Chair over-load contracts.
Maintaining confidentiality in all matters.
Input of Program courses into Banner and coordination of the room schedule with other office coordinators
Assist in data collection for the analysis of the School’s and Program’s student enrollment, retention, and completion trends
Work with the Dean to provide updates on course scheduling and maintenance and room scheduling.
Assist in the development and maintenance of all School’s printed materials. Materials include, but are not limited to, programs of study, student guides, and promotional materials.
Make travel arrangements in coordination with finance could include flight, overnight accommodations, and rental car reservations for School faculty and staff; help complete travel requests, as well as vouchers for travel reimbursement.
Maintain school office records and update when changes are needed. Coordinate and maintain necessary files.
Coordinate correspondence, meetings, and receptions between the Dean, Chairs, and staff/faculty of the School(s), as well as community contacts.
Assist in the coordination of office or classroom coverage if School staff or faculty are absent.
Assist Department and Program Chairs with advisory committee meetings, including correspondence, maintaining advisory committee member list, coordination of meeting arrangements, and transcribing minutes of each meeting. Ensure appropriate archiving of advisory minutes.
Ensure that office and classroom supplies are available for faculty and staff.
Oversee and/or submit purchase requisitions following college and campus purchasing policies and verify accuracy.
Assist in the coordination of equipment donations to various education institutions, as well as those donated to the School. Maintain donation records, process and distribute appropriate paperwork.
Assist in the coordination of School of Arts, Sciences, & Education events for recruitment, enrollment, and retention purposes.
Work with other areas of the college and serve on committees in support of college goals.
Maintain professional and effective working relationships with faculty, staff, and students
Participate in professional development opportunities as appropriate to stay current in the required knowledge and skills
Must be able to work autonomously.

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