Office Assistant - Ivy+ Career Link

The Office Assistant for Ivy+ Career Link greets all visitors in-person at the Ivy+ Career Link information desk. This position also conducts other general clerical assignments as assigned.

Answer and direct phone calls, take messages, and assist callers. Maintain and update attendance and data spreadsheets as needed. Maintain data spreadsheet for American Heart Association Training Coordinator. Perform data entry tasks in Hire Ivy, Ivy Advising, and Salesforce systems. Schedule room reservations for meetings, classes, and events. Order and manage supplies for departmental classes, events, and staff use, including specific supplies from grants. Prepare and send invoices as requested. Assist students with registering for Skills Training/non-credit courses. Assist in organizing and supporting events, including preparing table, gathering necessary supplies (e.g., extension cords, pens, sign-in forms), and ordering additional supplies as needed. Compile and put together training manuals and other educational materials in partnership with Program Manager. Process registrations for 160 Driving Academy and other programs, including maintaining registration records and scanning documents into the BDMS imaging system. Take new 160 employees to get ID’s and to HR to compete non-employee forms. Contact no-show students to reschedule appointments and follow up with students needing appointments or guidance. Provide logistical support for new employees, including obtaining keys, swipe cards, and office space. Manage and update employee badges each semester. Handle incoming and outgoing mail and packages. Assist with the setup and cleanup of CPR classes and other departmental activities as needed. Maintain American Heart Association data sheet and send to AHA Site Training Coordinator at the end of month. Provide support for Career Coaches, Talent Connection Managers, Program Manager, and Other Staff.  Schedule students for Career Coaching appointments and Skills Trainings/non-credit courses, ensuring proper documentation and record-keeping.

Benefits:

Excellent benefits, including voluntary benefits: medical, dental, vision, retirement, life insurance, spouse/child life insurance, , LTD, STD, Identity Guard, etc.

Employer contribution annually to Health Savings Account.

No waiting period to enroll in benefits. Coverage starts on day 1.

Employer contribution to retirement plan. (10% of annual salary-employee contribution not required)

Paid time off: vacation and sick time accrued bi-weekly.

Paid holidays: 9 days plus winter break between December 25th and January 1st.

Free tuition for employee and dependents.

Professional Development opportunities.

Associate degree in related field and 2 years of related work experience preferred. Keyboarding skills. Ability to operate word processing/computer equipment. Basic knowledge of Microsoft applications. Ability to operate copier and other office related equipment. Strong communication and organizational skills. Pleasant disposition, good attitude, and ability to get along with others. Formal secretarial/clerical training with experience operating a multi-line phone system preferred. Strong customer service and interpersonal skills. Demonstrate evidence of ability to successfully work in a team environment. Ability to promote an inclusive environment that reflects the broad diversity and background represented by our students and employees and in 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.