Executive Office Coordinator

Ivy Tech Community College; Noblesville (IN); On-site; USD 51,000 - 53,000; Full time

Benefits offered by this job

Health & Wellness benefits

Retirement contributions

Education benefits

Paid time off

Flexible work arrangements

Parental leave

Public Service Loan Forgiveness

Employee Assistance Program

Job summary

Ivy Tech Community College is seeking an Executive Office Coordinator to provide executive-level administrative and operational support to the Hamilton County Campus Chancellor. This role also supports the Executive Director for Development and Marketing and serves as a liaison to campus members and donors.

Key duties include coordinating daily operations, assisting with board meetings, and facilitating events while upholding confidentiality and FERPA guidelines.

Qualifications

• Must have excellent communication, interpersonal, and organizational skills.
• Ability to work collaboratively with constituents from all areas of the college.
• Experience planning and conducting several concurrent projects with minimal supervision.
• Demonstrated ability to maintain confidentiality of sensitive information.

Responsibilities

• Serve as trusted member of the Chancellor's leadership team.
• Coordinate daily operations of the Office of the Chancellor and serve as initial contact.
• Support events such as Commencement and leadership retreats.
• Execute strategic campus initiatives including project management.
• Prepare board meeting materials and minutes; maintain contact lists.
• Coordinate schedule and travel arrangements for Chancellor and EDDM.

Skills

Communication skills

Interpersonal skills

Organizational skills

Education

Associate degree

3-5 years executive experience

Job description

General Purpose: The Executive Office Coordinator provides executive-level administrative and operational support to the Hamilton County Campus Chancellor, ensuring the effective operations of the Chancellor's office. This highly visible position requires skilled judgement, discretion, organizational skills, and the ability to manage multiple priorities at one time. In addition to supporting the Chancellor, the Executive Office Coordinator also provides administrative support to the Executive Director for Development and Marketing (EDDM). The Executive Office Coordinator serves as a liaison to campus employees, students, community partners and leaders, donors, and members of the Campus Board of Trustees while maintaining the highest standards of professionalism and confidentiality.

Major Responsibilities

• Serve as a trusted member of the Chancellor's leadership team.
• Coordinate the daily operations of the Office of the Chancellor and serve as the initial point of contact for the office
• During the Chancellor's absence, use initiative and judgement to take action or refer matters requiring attention are handled in a manner that minimizes the effect of the absence.
• Support Commencement, Convocation, leadership retreats, and other special events as assigned by the Chancellor.
• Execute strategic campus initiatives as assigned by the Chancellor, to include project management and assurance of alignment with campus and College strategic goals and concurrent initiatives.
• Participate in campus standing or ad hoc committees at the appointment of the Chancellor.

Communication and Relationship Management

• Oversee communications from the Office of the Chancellor: assess and evaluate documents and requests to determine routing or response; prepare and distribute communication from the Chancellor to internal and external constituents.
• Prepare documents, slides, and reports as assigned by the Chancellor.
• Maintain up-to-date contact list for the Office of the Chancellor.

Board and Leadership Support

• Act as a liaison to the board for the Chancellor's cabinet.
• Prepare bi-monthly board meeting to include preparing slides, documents, and agendas; schedule meetings; prepare meeting rooms; and ensure required announcements are posted.
• Maintain accurate contact information for the campus board.
• Complete accurate meeting minutes and distribute minutes.

Development and Marketing Support

• Assist Development and Marketing with events, to include ordering food and supplies, reserving rooms, set-up, and tear down.

Administrative Support for Both Offices

• Coordinate the Chancellor's and the EDDM's schedule, to include meeting preparations and pre-meeting briefings and completion of travel arrangements, reservations, registrations, and other forms.
• Process Chancellor's office and Development and Marketing purchase requisitions and track invoices and payments for the Chancellor and EDDM.
• In collaboration with other administrative staff, maintain a welcoming and consistent presence in the administrative office suite: know and communicate important functions occurring on campus, coordinate office presence, cross-train to provide back-up, distribution of mail, and welcoming guests who are meeting in the administrative office suite or board room.
• Serve as the campus's back-up for room reservation CDA.

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.

Qualifications

• Associate degree and 3-5 years’ work experience in an executive setting or a combination of education, training, industry certifications, and relevant work experience will be considered.
• Must have excellent communication, interpersonal, and organizational skills.
• Must demonstrate ability to work collaboratively with constituents from all areas of the college.
• Demonstrated experience planning and conducting several concurrent projects with minimal supervision.
• Demonstrated experience maintaining confidentiality of sensitive information.
• Must demonstrate 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

• Experience supporting executive leadership and boards.
• Experience coordinating executive-level meetings and events.

Working Conditions

• Primarily office-based with occasional evening and weekend commitments for Board meetings, Foundation events, donor functions, commencements, and community activities.
• Occasional travel required to community locations.
• Ability to sit for extended periods of time and to occasionally lift up to 25 pounds.

Supervision Received

Chancellor

Supervision Given

Student workers

Salary

The annual salary range for this position is $51,000 - $53,000

Benefits

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.