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

Ivy Tech Community College of Indiana; South Bend (IN); On-site; USD 22,000 - 30,000; Full time

Benefits offered by this job

Health & Wellness

Dental plan

Vision plan

Retirement & Financial Security

Paid time off

Educational Benefits

Job summary

Ivy Tech Community College of Indiana is seeking an Office Coordinator to provide support for the School Office, coordinating daily operations and confidential administrative tasks. You will act as the first point of contact for faculty and staff, manage records, and assist with contracts and course scheduling in collaboration with the Dean.

The ideal candidate has an Associate degree in administrative office technology or related field, strong Microsoft Office skills, and experience handling

Qualifications

• Requires an Associate degree and two years of office administration experience.
• Proficient in Microsoft Outlook, Office, Word and Excel.
• Excellent organizational, decision making, and problem-solving skills.
• Promotes an inclusive environment reflecting diverse student and staff backgrounds.

Responsibilities

• Oversee office administration for the School of Arts, Sciences, & Education.
• Prepare adjunct faculty contracts and department/school chair overloads.
• Maintain confidentiality in all matters.
• Input program courses into Banner and coordinate room scheduling.
• Assist data collection for enrollment, retention and completion trends.
• Coordinate travel arrangements and reimbursements for faculty and staff.
• Maintain school office records and coordinate files and communications.
• Assist in advisory committee meetings, minutes, and archiving.
• Ensure supplies are available and manage purchase requisitions.
• Support events for recruitment, enrollment, and retention.

Skills

Outlook

Office Suite

Organizational skills

Communication

Education

Associate Degree in Administrative Office Technology

Bachelor's degree (preferred)

Tools

Banner

Job description

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.

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.

At Ivy Tech, you’ll be part of something bigger, where collaboration fuels innovation, learning is a shared journey, and meaningful goals become life-changing achievements. As Indiana’s only full‑fledged community college, we’re deeply rooted in our mission to empower students, strengthen communities, and support one another every step of the way. No matter your role, you’ll be valued, supported, and inspired because here, people come first. Our faculty and staff are united by purpose, driven by passion, and proud of the difference we make together. Join a team where your work matters. Discover your potential. Make your impact. Ivy Tech is the largest singly accredited community college system in the nation. Providing education across Indiana, we motivate and inspire students as they pursue their futures. To achieve this, it takes a community of over 6,500 employees in 75 locations. Competitive benefits and professional development programs The most advanced technologies in our classrooms and training facilities Collaborative and innovative culture with a focus on creativity and employee belonging Commitment to adapting to meet Indiana's workforce needs and fostering a sustainable, inclusive workplace