Location: Kokomo,IN, USA
GENERAL DESCRIPTION
The Office Services Assistant will provide administrative support to the Dean and Faculty within the School of Health Sciences. This role involves performing secretarial, receptionist, and other assigned duties. The ideal candidate will manage routine administrative tasks independently for the School of Health Sciences Dean, Program Chairs, Full-time Faculty, and Adjunct Faculty. The position requires handling sensitive and confidential matters with elevated discretion and professionalism. Strong interpersonal and communication skills are essential for success in this role.
MAJOR RESPONSIBILITIES
* Provides administrative support for the faculty of designated programs or divisions: answering phones, ordering office supplies, making copies, etc.
* Maintaining student files and records for designated programs.
* Coordinating student/faculty interaction including setting appointments, in person, via the telephone, or through written correspondence. This may include scheduling students for testing, making appointments, dispersing program information, and other necessary communication.
* Composing routine correspondence, setting up mail merges, and creating labels for internet class tests.
* Assists Program/Department Chair with clinical site requests for computer access, etc.
* Ensures student eligibility for clinical placement utilizing Castle Branch immunization tracker.
* Assists in sorting and distributing mail for designated faculty. Processes faculty documents, and advisory committee correspondence as they are revised and/or needed.
* Assist in developing and maintaining all schools' printed materials. Materials include, but are not limited to semester schedules, and program brochures.
* Assists in creating and/or maintaining travel arrangements including flight, overnight accommodations, and rental car reservations, complete travel requests, as well as vouchers for travel reimbursement.
* Assists in maintaining School of Health Sciences office records and updating them when changes are needed.
* Assist in verifying purchase requisitions against monthly budget reports for accuracy, and develop financial reports as directed by the School of Health Sciences Dean.
* Assist in maintaining the master calendar for the school employees. Assist in the coordination of scheduling of school meetings.
* Maintain a record of professional development. Work with other areas of the college in support of college goals.
* Conduct all activities with an appreciation and respect for diversity of people, styles, and views. Promote the same as an integral part of one's work.
The above list of duties is not to be construed as an exhaustive list. Other duties logically associated with the position may be assigned.
MININIIM QUALIFICATIONS:
* High school diploma or GED and a minimum of one-year related experience.
* Proficient in Microsoft Office Suite
* Ability to multi-task at a high level and prioritize daily workload.
* Interpersonal and communication skills
* Exemplary planning and time management skills
* Conduct all activities with an appreciation and respect for diversity of people, styles, and views.
PREFERRED QUALIFICATIONS
* Associate degree preferred and relevant work experience or specialized training.
Work Hours: 20-28 hours per week
* Monday - Friday with evenings and some weekends as schedule dictates. Part-time hours are to be determined in collaboration with the needs of the office and the School of Health Sciences Dean.
Starting Salary: $15.00hr
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.