Job Description
Work type: Full Time Hourly Location: Systems Office - Indianapolis, IN Categories: Office/Clerical General Description of Position: The Workforce and Careers Assistant has primary responsibility for clerical and support services within the Workforce and Careers Division of the College. This position supports the Workforce and Careers Vice President(s) and team with executing specific duties essential to the administrative and operational functions of the schools. Maintain a professional office environment and serve as principle contact with the college and external constituents from local, state, and national agencies, councils, and other organizations. Major Responsibilities: Manage internal and external contacts for division; proactively understand who they are, which are priority contacts and keep track of periodic communication needed. Coordinate on and off-campus meetings to include appropriate room accommodations, guest parking, catered luncheons and refreshments, and audio-visual equipment as required. Anticipate the needs of the school Vice President(s) and act accordingly. Oversee daily operation of the schools including greeting and directing guests; maintaining calendars and scheduling meetings and appointments; and screening calls and visitors. Coordinate business travel for the school 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) being supported. Maintain accurate electronic and hard copy files. Provide administrative back up support to the other Systems Office Assistants when needed. Manage invoices for academic courses that are split between campuses. Maintain course inventory website and backup for curriculum website. Manage and keep academic content current for schools within the department. Accurately update the curriculum committee contacts. Work with curriculum committees to schedule meetings as requested. 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 Minimum Qualifications: Associate's degree with at least three years of administrative support experience or significant related work experience to the job responsibilities is required. Proficient computer skills and excellent oral, written and interpersonal communication skills, attention to detail, and willingness to learn new policies and procedures. 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 Qualifications: Other Requirements: Work Hours: Hiring Range: $41,000 – $44,000 annualized Team Ivy Referral: N/A Special Instructions to Applicants: Advertised: 04 Jan 2023 US Eastern Standard Time Applications close:
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