Administrative and Faculty Support Assistant- K14 Initiatives

Who We Are:
We are a diverse open-access college that fuels Indiana’s economy through excellence in teaching and proactive engagement with industry and community partners, embedded in a culture of innovation that empowers all students to learn and succeed. We are “higher education at the speed of life!”

Our Values:
• Empathy: We stand with our students, partners, and communities.
• Integrity: We treat all with dignity and respect.
• Accountability: We deliver on our commitments.
• Agility: We innovate, iterate, and transform.
• Connectivity: We connect with partners to strengthen communities and ensure student success for all.

GENERAL PURPOSE AND SCOPE OF THE POSITION: Senior Administrative Assistant for K14 Initiatives serves as the assistant to the Executive Director of K14 initiatives and provides administrative support for the department.

 MAJOR RESPONSIBILITIES:

Customer Service Overriding Expectation:

• Demonstrate a strong customer service and/or student advocacy through a positive attitude of approachability, adaptability, strong problem-solving and desire to identify and support student success.
• Engage in behaviors that create an inclusive environment in which all people are valued and supported.
• Go beyond the easiest or surface answer for a student, or an internal or external customer, and get to the root cause of the problem, question or issue to solve it as quickly and professionally as possible.

Responsibilities:

• Acts as front person by greeting and accommodating students as well as visitors to the department (ex. Community partners, college administrators, other campus personnel and students)
• Direct all inquiries from students, community partners, staff and faculty appropriately
• Provide sole office support as necessary, assist Exectuvie Director in providing administrative oversight of all divisional functions, coordination of secretarial and administrative work for division
• Delegate and supervise tasks assigned to other staff.
• Coordinate and maintain the executive director’s calendar and schedule
• Prepare and submit requests for purchasing orders, including working with new vendors to gather required paperwork and adding vendors to system as needed
• Monitor S & E budget
• Participate in divisional planning, attend regular meetings to take notes for typing and distribution, maintain required data records, correspondence and calendars, serve as liaison to the staff and faculty, tracking use and maintenance on all departmental copiers and printers.
• Maintain and oversee the department email and respond to correspondence accordingly
• Handles phone calls either to answer the callers or direct them to appropriate personnel.
• Take minutes of department meetings and pursue follow-ups when needed.
• Updates staff on department activities, when needed.
• Access and create reports requested by the executive director using college systems (Banner, Tableau, Dual Enroll, etc.)
• Assists with and attends division activities when needed, including planning and attending events such as Champion’s Breakfast, staff retreats, etc. Work with caterers, external vendors, and speakers regarding reservations, needs, and payment
• Assists in drafting and formating materials for the school, including emails, marketing items, and other correspondence
• Assist with office moves, onboarding procedures, and staff changes
• Complete room reservations, event forms, facilities and IT tickets to support faculty as needed.

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: Executive Director of K14 Initiatives

SUPERVISION GIVEN: None

EDUCATION AND EXPERIENCE:

Minimum qualifications:

• High School Diploma or GED
• Minimum of three to five years office experience
• Excellent interpersonal and communication skills
• Ability to maintain a high level of confidentiality
• Ability to possess patience and diplomacy
• Ability to track office work cycle and ensure routine tasks are completed
• Excellent computer skills must include Word, Excel, Access and Outlook
• Ability to work efficiently and effectively as a team member in a multi-tasking environment under potentially stressful conditions
• Must be self-motivated, able to work independently, and willing to interact with faculty and students showing considerable patience and diplomacy
• Able to h