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

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.

• SUPERVISION RECEIVED: Dean of School assigned
• SUPERVISION GIVEN: part-time staff, work study
• COMPENSATION: $19.00/hr

MAJOR 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.

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

Minimum Qualifications:

• ● 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.

Preferred Qualifications:

• Bachelor's degree
• Bilingual (Spanish/English) communication skills
• 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.Position requires sensitivity to and understanding of the diverse academic, socioeconomic, cultural, disability, and ethnic backgrounds of the College students and employees.
• 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.