Office Assistant - Ivy Career Link
Office Assistant - Ivy Career Link
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Job Description
- Communication and Departmental Support:
- Answer and direct phone calls take messages and assist callers with inquiries.
- Maintain professional and courteous communication with students staff faculty adjunct faculty vendors and external partners.
- Provide direct support for the Vice Chancellor of Workforce and Economic Development and Ivy Career Link team members.
- The Office Assistant greets all visitors inperson at the Ivy Career Link information desk.
- Data Management:
- Maintain and update student attendance and data spreadsheets as needed.
- Perform data entry tasks in Hire Ivy Ivy Advising and Salesforce systems.
- Process 160 Driving Academy and Skills Training student registrations and maintain records for Skills Training programs including scanning documents into the BDMS imaging system.
- Maintain American Heart Association data sheet and send to American Heart Association Site Training Coordinator at the end of each month.
- Scheduling and Logistics:
- Schedule room reservations for department supervisor Skills Trainings and events.
- Order and manage supplies for department Skills Trainings and events.
- Provide logistical and onboarding support in partnership with the Vice Chancellor of Workforce and Economic Development for new employees including completing office key requests swipe cards ordering name badges and business cards and office space reservation request.
- Manage and update employee badges each semester.
- Will work directly with the Vice Chancellor of Workforce and Economic Development to schedule meetings in Outlook.
- Take new 160 Driving Academy employees to get IDs and to Human Resources to complete nonemployee forms.
- Financial and Invoice Management:
- Prepare and send vendor invoices as requested.
- Student Support:
- Assist students with registering for Skills Training/noncredit courses.
- Contact noshow students to reschedule staff appointments training and follow up with students needing appointments with Ivy Career Link team.
- Schedule students for Career Coaching and Talent Connection Manager appointments into IvyConnect.
- Event Coordination:
- Assist in organizing and supporting events including preparing tables gathering necessary supplies (e.g. extension cords pens signin forms) and ordering additional supplies as needed.
- Assist with the setup and cleanup of CPR classes and other departmental activities as needed.
- Compile and assemble training manuals and other educational materials in partnership with the Program Manager.
- Mail and Package Handling:
- Handle incoming and outgoing mail and packages.
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 salaryemployee contribution not required)
Paid time off: vacation and sick time accrued biweekly.
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. Proficiency in MS Office (MS Excel and MS Word in particular). Experience with data entry and maintaining accurate records. 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. Proven experience as an administrative assistant or in a relevant administrative role. 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.
Work Environment: The position operates in a professional office environment and routinely uses standard office equipment. The role may require lifting supplies and materials up to 20 pounds.
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 Colleges Title IX Coordinator or to the US Department of Education Office of Civil Rights.
Employment Type
Full-Time
