Regional Administrative Assistant

Provides administrative support and coordination for the Office of the Chancellor

MAJOR RESPONSIBILITES:

• Serves as the main point of contact for the Fort Wayne/Warsaw site among executives, employees, clients and other external partners, including students
• Take lead role in all operations from the office of the Chancellor
• Maintain and manage calendars and schedule meetings (both in person and electronic), as necessary
• Anticipate the needs of the Chancellor ensuring preparedness for meetings
• Prepare materials and communications for all Board of Trustee meetings

• Responsible for minutes/notes during meetings to be posted in the appropriate repository within 5 business days
• Answer phone calls to screen, direct and distribute correspondence to the appropriate contact
• Manage office information flow in a timely and accurate manner
• Format information for internal and external communication, including letters and emails, internal memos, presentations and other type of reports
• Create professional looking documents and forms for distribution using Microsoft Office or equivalent type of software program
• Prepare purchase requisitions in Workday for necessary office supply and event needs
• Holds a college purchasing card to make purchases and maintains appropriate documentation
• Organize and coordinate campus events (on and off campus) for the Chancellor and cabinet members

• Coordinate travel arrangements for Chancellor and executives, as necessary
• Coordinate and direct office services, such as records, departmental finances, budget preparation, personnel issues, and housekeeping, to aid executives
• Organize and maintain the office filing system
• Greet and treat all guests with kindness and respect
• Present solutions to challenges that ensure smooth operations of the Chancellor’s office
• Assist other Ivy Tech Executive staff as needed

The above list of duties not to be construed as an exhaustive list. Other duties logically associated with the position may be assigned.

Full-time, benefits-eligible position with no enrollment waiting period. Excellent benefits include:

• Medical insurance, dental insurance, vision insurance, life insurance, spouse/child life insurance, long-term disability, short-term disability, as well as other voluntary benefits

• Retirement plan with 10% employer contributions, no match necessary and no waiting period for enrollment, does have a 2 year vesting period

• Employer contribution to Health Savings Account (with Choice Plan medical insurance)

• Free Ivy Tech tuition for employee, spouse, and dependents

• For those pursuing higher degrees, Tuition Reimbursement at other institutions.

• Eligible employer under the DOL Public Service loan forgiveness program.

• Opportunities for professional development

• Paid time off: Vacation and Sick time accrued biweekly

• Paid holidays: 8 days plus winter break between December 25th and January 1st 

MINUMUM REQUIREMENTS:

• Bachelors or Associate Degree required, or 3 years equivalent work experience in an Executive level Administrative Assistant position.  Preferred field of study to include Business Management, Marketing or related field.
• Well organized with high time management attribute. 
• Able to handle a high volume of work, meeting established deadlines
• Ability to work independently
• Accurate work, strong written and verbal communication skills are essential

• Ability to exercise strong human relations and customer service skills in establishing and maintaining effective working relations within the Ivy Tech Community
• Must have demonstrated computer skills and proficiency in Microsoft Office applications
• Must maintain a clean and professional work environment at all times
• Discretion and confidentiality are of the upmost importance
• Ability to work limited evenings, with the possibility of weekends

Other Requirements:

All offers of employment are contingent upon an acceptable criminal background check. Unofficial transcripts required at the application. Official transcripts due at the time of hire.

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 statu