The Office Coordinator for Ivy+ Career Link provides comprehensive administrative, operational, and event support to the Ivy+ Career Link team and the Vice Chancellor of Workforce and Economic Development. This position plays a vital role in ensuring the smooth functioning of office operations, event logistics, and student support activities for Skills Training, career coaching, and experiential learning.

The Office Coordinator interacts with students, faculty, staff, adjuncts, external partners, and community stakeholders with professionalism and confidentiality. This position reports directly to the Operations Manager of Student Affairs and supports the Vice Chancellor of Workforce and Economic Development and the Ivy+ Career Link team.Essential Job FunctionsAdministrative and Departmental Support

• Serve as the first point of contact for Ivy+ Career Link by greeting visitors, answering calls, taking messages, and assisting with inquiries.
• Provide direct administrative support to the Vice Chancellor of Workforce and Economic Development and Ivy+ Career Link staff.
• Maintain professional and courteous communication with students, staff, faculty, vendors, and external partners.
• Schedule meetings and appointments for the Vice Chancellor and department staff using Outlook.
• Manage office and training supplies; order materials as needed for events and department operations.
• Assist with onboarding new employees, including keys, swipe cards, name badges, business cards, and workspace setup.
• Maintain and update employee ID badges each semester.
• Handle incoming and outgoing mail and packages efficiently.

Data Management and Recordkeeping

• Maintain accurate data and records related to students, Skills Trainings, and events.
• Perform data entry and updates in HireIvy, Ivy Advising, Salesforce, and Banner systems.
• Process student registrations for Skills Training and 160 Driving Academy programs; scan and store records electronically in BDMS and Google Drive.
• Verify student directory and program information in Banner and report discrepancies.
• Maintain American Heart Association training records and submit monthly reports to the AHA Site Training Coordinator.
• Prepare, process, and file invoices and financial documents as directed.

Student Support

• Assist students with registration for Skills Training and non-credit courses.
• Contact students who miss scheduled appointments or trainings to reschedule and ensure completion.
• Schedule student appointments for Career Coaching and Talent Connection Managers in IvyConnect.
• Support students with required forms, documentation, and general inquiries related to Ivy+ Career Link services.

Event Coordination and Campus Collaboration

• Assist with planning, logistics, and setup for Ivy+ Career Link events, including Skills Trainings, career fairs, and CPR classes.
• Prepare event materials such as sign-in sheets, name tags, table displays, and supplies.
• Serve on the Commencement Committee and attend commencement every spring.
• Act as the backup coordinator for planning and organizing internal and external campus events in partnership with Development, the Chancellor’s Office, Human Resources, Student Affairs, and other departments as assigned.
• Collaborate with campus partners to coordinate room reservations, catering, and event materials for departmental and campus events as needed.
• Collaborate with campus partners to ensure successful execution of events that enhance student engagement and community visibility.

Communication and Professionalism

• Maintain confidentiality in all student and departmental matters.
• Exhibit a positive, inclusive, and customer-focused attitude with all stakeholders.
• Support a team-oriented environment that values collaboration, innovation, and respect.
• Demonstrate flexibility to work occasional evenings or weekends in support of special events and campus activities.

Minimum Qualifications

• Associate degree in a related field.
• Two (2) years of relevant administrative or office experience.
• Strong organizational, interpersonal, and communication skills.
• Proficiency in Microsoft Office applications, particularly Excel and Word.
• Experience with databases and data entry systems (e.g., Banner, Salesforce, Ivy Advising).
• Ability to handle confidential information with discretion and professionalism.
• Demonstrated customer service and problem-solving skills.
• Ability to work both independently and collaboratively in a fast-paced environment.

Preferred Qualifications

• Experience in higher education, workforce development, or career services.
• Familiarity with Ivy Tech systems (HireIvy, Ivy Advising, BDMS, Workday, Banner).
• Prior experience supporting event planning or student engagement activities.

Work Environment

This position operates in a professional office environment and routinely uses standard office equipment. Occasional lifting of supplies and materials up to 20 pounds may be required.

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: JR0000107153