Executive Assistant – Vice Chancellor of Academic Affairs and Executive Director of Career Link

Provides administrative and professional level support to the Offices of the Vice Chancellor Academic Affairs (VCAA) and Executive Director Career Link.

MAJOR RESPONSIBILITIES:

• Responsible for departmental communications, evaluating documents to determine routing and/or response, composing and preparing correspondence, monitoring college appointments and maintaining office files, including highly confidential files, documents, and contracts.
• Assist VCAA and Executive Director of Career Link in planning and carrying out special projects, including the preparation of reports as directed.
• Take action during the VCAA or Executive Director of Career Link absence, using initiative and judgment to see that matters requiring attention are referred to the appropriate authority or are handled in a manner that minimizes the effect of the VCAA’s or Executive Director of Career Link absence.
• Responsible for being the primary course builder, inputting faculty into courses, room scheduling, and other event planning in collaboration with Office of the Chancellors as needed.
• Coordinate meetings between students and the VCAA.
• Coordinates meetings, luncheons, special events and conferences scheduled by the VCAA and Executive Director of Career Link; may include location, catering, travel and lodging as necessary. Assists Office of the Chancellor in campus events as needed.
• Assists in maintaining budget information for the Offices of VCAA, including coordination of all purchases and business office personnel.
• Makes travel arrangements and prepares travel requests and travel reimbursement requests.
• Assist in ordering and maintaining office supplies.
• Assists Executive Director of Career Link in maintaining budgets, adding vendors and purchasing for programs and grants.
• Assists the Executive Director of CareerLink with the process of adding 3rd party vendors and entering adjuncts into Workday.
• Assists Executive Director of Career Link with entering and tracking registrations, certifications and grades.
• Perform other duties as assigned by the VCAA and Executive Director of Career Link.

The above list of duties is not to be construed as an exhaustive list. Other duties logically associated with the 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: Vice Chancellor of Academic Affairs and Executive Director of Career Link

SUPERVISION GIVEN: N/A

CLASSIFICATION: E-1

MINIMUM QUALIFICATIONS:

• Associate degree and a minimum of 1 year related work experience OR appropriate combination of education, training, and work experience.
• Must have excellent computer skills including extensive knowledge of Microsoft Office.
• Must have excellent communication, interpersonal, and organizational skills Must demonstrate ability to work independently and collaboratively and ability to organize and prioritize multiple tasks.
• Must be able to maintain confidentiality of sensitive information.
• Must demonstrate ability to promote an inclusive environment that reflects the broad diversity and backgrounds represented by our students and employees and which every individual feels respected and valued.

FULL-TIME BENEFITS: https://careers.ivytech.edu/benefits

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.

Read Full Description