General Purpose and Scope of Position:
The Workforce and Careers Division Coordinator is primarily responsible for clerical and support services within the Workforce and Careers Division of the College. This position supports the Workforce and Careers Sector Vice President(s) and Assistant Vice President(s) with executing specific duties essential to the administrative and operational functions of the sector. The Coordinator will manage details of highly confidential information and functions efficiently and effectively in a fast-paced professional environment. Independently manages multiple tasks and projects with competing priorities and deadlines and organizes and maintains administrative processes. Maintains a professional office environment and serves as the principle contact with the division and with external constituents from local, state, and national agencies, councils, and other organizations.
Major Responsibilities:
Coordinate on and off-campus meetings to include appropriate room accommodations, guest parking, catered luncheons and refreshments, and audio-visual equipment as required.
Support VPs with event planning needs for both on and off campus events.
Schedule a high volume of appointments and meetings, accurately maintaining all appointments and calendars of Vice President(s)
Coordinate business travel for the Vice President(s) and team, including maintaining and submitting appropriate documentation for reimbursement.
Aid in booking travel, hotel stays and submitting reimbursement on behalf of the Vice President(s) within the Division.
Project management for new skills training product development.
Maintain accurate files both electronic and physical copies when needed.
Manage procurement processes such as creating purchase orders (POs), processing vendor contract paperwork, and processing invoices.
Manage the contracts from each campus in the Contract Management System (CMS). Obtain SVP of Workforce and Careers signature when needed and load contracts into the system for approval.
Manage invoices for academic courses that are split between campuses.
Sort, prioritize, and distribute mail to the appropriate individuals of the Workforce and Careers Division.
Maintain confidentiality of sensitive information.
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.
Supervision Received: Director of Workforce Administration and Support
Supervision Given: N/A
Location: This position is based at our Systems Office in downtown Indianapolis, with a hybrid schedule of 4 days on-site and 1 day remote per week.
Salary Range: The salary range for this position is $48,000-$56,000 and is commensurate with education, skills, and relevant work experience.
Education and Experience: Associate degree required; Bachelor’s degree preferred.
Minimum of two years’ experience supporting senior level/executive administrators required.
Proficient computer skills including Microsoft Word, Excel, PowerPoint and familiarity with Access required. Must have ability to learn and use applicable software (e.g., contract management system, etc.).
Excellent oral, written and interpersonal communication skills required.
Must exhibit professional demeanor, initiative, and good judgment, be able to work well under pressure and independently.
Must positively anticipate or react to frequently changing priorities and maintain confidentiality on all matters related to the College, its staff, faculty, students, and trustees.
Must demonstrate professional demeanor and ability to defuse emotional situations in a calm manner.
Must have the willingness and ability to occasionally travel on College business, be willing to work occasional extended hours, and be willing and capable of communication outside of normal work hours.
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.
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.
