General Purpose and Scope of Position:

Provides executive-level administrative support for the academic affairs and student affairs and serves as the primary scheduler to the Provost and Senior Vice President for Academic Affairs; Senior Vice President for Student Affairs; Vice President for K-14 and Strategic Initiatives; Vice President for Recruitment and Enrollment Management; Vice President for Academic Affairs; Vice President for Student Success and Retention Strategy; and Vice President for Academic Systems and Completion Strategy. Handles details of highly confidential and critical information and must function efficiently and effectively in a fast-paced professional environment. Independently manages multiple tasks and projects with competing priorities and deadlines; screens and prioritizes communications from external and internal sources; organizes and maintains administrative processes. Maintains a professional work environment and serves as principle contact with the College and external constituents from local, state, and national agencies, councils, and other organizations. Completes assigned special projects and tasks with minimal supervision.

Major Responsibilities:

Scheduling & Communications

• Manages internal and external contacts for the Provost and team, proactively understanding preferences for scheduling, priority contacts, and keeping track of periodic communication needed for priority contacts.

• Schedules a high volume of appointments and meetings, accurately maintaining all scheduling software and calendars.  Duties include research, agenda preparation, and content development.

• Schedules and coordinates college travel and associated arrangements, maintaining appropriate documentation.

• Assists executive leadership with timely and effective communications regarding key departmental information and updates.

• Responsible for routine department communication, including preparing and responding to emails, electronic and written correspondence, and calls.

Meeting & Event Planning

• Assists with State Board of Trustees communications, engagement, and support.

• Coordinates on and off-campus meetings to include appropriate room accommodations, guest parking, catered luncheons and refreshments, and audio/visual equipment as needed.

• Hosts and facilitates virtual meetings and workshops on behalf of the Provost Office and coordinates all event logistics, speakers, and communications leading up to the event and post-event evaluations.

• Provides meeting planning and logistics support for statewide academic affairs, K-14, and student affairs meetings.

• Prepares presentations for internal and external groups and ensures production of professional-quality reports and handouts.

• Performs first-level research, including preparation of report summaries, and gathers information to assist in the preparation of reports and presentations, including materials for the Academic & Student Experience committee of the Board.

• Develops and manages detailed project schedules and work plans.

• Takes and distributes meeting minutes/notes.

Office Management & Operations

• Greeting and directing guests; maintaining calendars and scheduling meetings and appointments; and screening calls and visitors.

• Supports internal workflows within the Provost Office to ensure efficient operations and help identify opportunities to improve processes and overall organizational effectiveness. 

• Screens and distributes mail for the department as required.

• Maintains accurate electronic and hard copy department files.

• Develops and maintains a system that alerts to deadlines on incoming requests or events.

• Develops and manages detailed project schedules and work plans.

• Provides project updates on a consistent basis to various stakeholders about strategy, adjustments, and progress.

• Supports the procurement and payment processing activities for the office.

• Supports other positions within academic and student affairs as assigned.

• Completes special projects as assigned.

This is not to be construed as an exhaustive list. Other duties logically associated with this position may be assigned. All responsibilities will be conducted within the parameters of the Family Educational Rights and Privacy Act (FERPA), other applicable regulatory requirements, and professional standards.

Supervision Received: This position is supervised by the Provost and Senior Vice President for Academic Affairs, with indirect supervision from the Senior Vice President of Student Affairs.

Supervision Given: None

Salary Range: $50,000-55,000

Education and Experience: 

• Associate degree required, Bachelor’s degree preferred.

• Minimum of two years’ experience supporting senior-level/executive administrators required.

• Proficient computer skills, including Microsoft Word, Excel, and PowerPoint, required.  Must have the ability to learn and use applicable software (e.g., student services systems and reporting software).

• Excellent oral, written, and interpersonal communication skills required. 

• Must exhibit professional demeanor, initiative, and good judgment, be able to work well under pressure and independently.

• Must positively anticipate or react to frequently changing priorities, and maintain confidentiality on all matters related to the College, its staff, faculty, students, and trustees. 

• Must demonstrate professional demeanor and ability to defuse emotional situations in a calm manner.

• Must have the willingness and ability to occasionally travel on College business, be willing to work occasional extended hours, and be willing and capable of communication outside of normal work hours.

• Must demonstrate 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.

Ivy Tech is committed to supporting the well-being, growth, and financial security of our full-time faculty and staff. Our comprehensive benefits package includes:

Health & Wellness

• 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

Retirement & Financial Security

• 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

Educational Benefits

• Fee remission for employees, spouses, and dependent children

• Tuition assistance for undergraduate, graduate, and doctoral programs

• Paid professional development opportunities

Work‑Life Balance

• 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)

Additional Perks

• Eligibility for Public Service Loan Forgiveness

• Additional discounts on gym memberships, transportation, and various retail services

Ivy Tech is proud to offer benefits that support your health, your family, and your future—because when our employees thrive, our students and communities thrive too. For more information on Ivy Tech Benefits, visit https://careers.ivytech.edu/benefits.

Note: Employees who re-hire with the College within 180 days of leaving a full-time position with the College may be eligible for additional benefits depending on their bridged seniority date.

Ivy Tech Community College is an accredited, equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, ethnicity, national origin, marital status, religion, sex, gender, sexual orientation, gender identity, disability, age or veteran status. As required by Title IX of the Education Amendments of 1972, Ivy Tech Community College does not discriminate on the basis of sex, including sexual harassment in its educational programs and activities, including employment and admissions. Questions specific to Title IX may be referred to the College’s Title IX Coordinator or to the US Department of Education Office of Civil Rights.

Job ID: JR0000108265