Provide support for the Schools Office; responsibilities delegated by the Coordinator for the Schools Office; position entails independent work effort; confidentiality; works with faculty, staff, students, and the public; requires good interpersonal and communication skills.
POSITION REPORTS TO: Operations Manager, Deans

Major Responsibilities: Maintain all faculty, staff, and student records and documents with confidentiality and accuracy. Prepare and process adjunct faculty contracts, program and School Deans over-load contracts, and semester loading forms. Prepare new hire information and other records/documents pertaining to initial employment. Assist in the development and maintenance of all Schools printed materials. Materials include, but are not limited to semester schedules, campus website, and program/schools brochures. Maintain Schools office records and update when changes are needed. Maintain a process and procedure notebook for shared reference among the office staff and deans. Coordinate schools' correspondence, meetings, advisory board meetings, and communication with outside attendees and vendors related to the events. Prepare meeting materials for the School Deans. Ensure that office, classroom, and lab supplies are ordered and available in coordination with the faculty and staff of the programs. Verify purchase requisitions against monthly budget reports and purchase cards (credit cards) for accuracy, and develop financial reports as directed by the School Deans. Maintain the Schools' room key inventory and distribution and process key request forms for full-time faculty and staff. Assist in the documentation of equipment donations to the schools. Assist program chairs and deans with equipment documentation and inventory control. Coordinate or assist with the scheduling of Schools' meetings and maintain the School Deans' calendars. Schedule or coordinate the scheduling of student appointments with the student's academic advisor. Maintain the student files and the master student database for selective admission programs. Ensure that course materials including but not limited to assessments, course schedules and syllabi are completed in an accurate and timely manner. Work with reports from templates or creation of custom reports for schools. Work with other areas of the college in support of the college strategic plan. Perform other duties as deemed appropriate by School Deans.

Minimum Qualifications:

Associates degree in Administrative Office Technology, or related degree preferred.  Three years of office administration experience required. Strong computer skills required, including the ability to use word processing, spreadsheet, database, and presentations software.

Other Requirements: 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.

Working Hours: Monday-Friday 8:00 am-Friday 5:00 pm.

Work schedule may vary based on Schools' schedule and needs.

This position is not eligible for visa sponsorship.  Applicants must be currently authorized to work in the United States on a full-time basis.

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: JR0000107653