Office Coordinator - Logistics and Supply Chain

POSITION PURPOSE: Provides support and delegation for the School(s) Office; be first contact for administrative support; coordinate office in daily operations; position entails independent work effort; confidentiality; relationship and contact for administrators both inside and outside organizations; great interpersonal and communication skills.

FLSA: Exempt

REPORTS TO: Program Chair or School Deans

SUPERVISES: Designated support staff

COMPENSATION: $20.00/hr

Major Responsibilities:

● Oversee the office administration responsibilities. Coordinate the work flow of support staff within the School(s).

● Prepare full-time and adjunct faculty contracts, Program and School Chair over-load contracts, and semester loading forms. Prepare new hire information & other records/documents pertaining to their employment, maintaining confidentiality in all matters.

● Input of Program courses into Banner and coordination of the room schedule

● Oversee textbook ordering and management for the School(s)

● Assist in data collection for the analysis of the School’s and Program’s student enrollment, retention, and completion trends

● Work with the Dean and Vice-Chancellor of Academic Affairs 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, semester schedules, student guides, and promotional materials.

● Assist with travel Spend Authorizations for overnight accommodations, and rental car reservations for School faculty and staff; complete travel requests, as well for travel reimbursement.

● Maintain school office records and update when changes are needed. Coordinate and maintain necessary student files.

● Coordinate correspondence, weekly department meetings, between the Dean, Chairs, and staff/faculty of the School(s).

● Assist in the coordination of office or classroom coverage in the event that School staff or faculty are absent.

● Ensure that office, classroom, and lab supplies are in each classroom.

● Oversee purchase requisitions and verify against monthly budget reports for accuracy, and develop financial reports as directed by the Dean.

● Oversee the maintenance of the School's facilities, room key inventory and distribution.

● Maintain master calendar for the School faculty and staff. Coordinate the scheduling of School meetings. Schedule or coordinate student appointments with the student's program chair or the academic advisors.

● Insure that typed course materials including tests, quizzes, semester schedules, and course syllabi are completed in an accurate and timely manner, which meet college deadlines, and standards of quality.

● Coordinate training and on-boarding materials for staff and faculty as required, and maintain record of professional development.

● Assist in the coordination of academic events, such as but not limited to Honor’s convocation, faculty In-service, and New Faculty Orientation.

● 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

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 which every individual feels respected and valued.

PREFERRED QUALIFICATIONS:

● Bachelor's degree

● Bilingual (Spanish/English) communication skills

● 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.