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

Ivy Tech Community College • South Bend, IN

9d • $19

About The Position

GENERAL PURPOSE AND SCOPE OF 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.
• 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.
• Position requires sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of the College students and employees.

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 job knowledge and skills
• Must be able to work autonomously.

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