Executive Office Coordinator

The Executive Office Coordinator provides professional and administrative support to the Hamilton County Campus Chancellor by overseeing the daily operations of the Chancellor’s office and administrative office suite, which includes executing strategic campus initiatives assigned by the Chancellor.

Special Assistant to the Chancellor (40%)

Serve as a trusted member of the Chancellor’s leadership team. 

Coordinate the daily operations of the Office of the Chancellor and serve as the initial point of contact for the office: coordinate Chancellor’s schedule, to include meeting preparations, compilation and distribution of minutes, and completion of travel arrangements, registrations, and other forms.

During the Chancellor’s absence, use initiative and judgement to take action or refer matters requiring attention are handled in a manner that minimizes the effect of the absence.

Assist the Chancellor with all Campus Board of Trustees matters. This includes the development of materials and agendas, maintaining accurate contact information of the board, scheduling meetings, preparing the room, posting required announcements, and compiling and distributing accurate minutes.

Oversee communications from the Office of the Chancellor: assess and evaluate documents to determine routing or response; prepare and distribute communication from the Chancellor to internal constituents.

Process Chancellor’s office purchase requisitions and track invoices and payments for the Chancellor.

Execute strategic campus initiatives as assigned by the Chancellor, to include project management and assurance of alignment with campus and College strategic goals and concurrent initiatives.

Participate in campus standing or ad hoc committees at the appointment of the Chancellor.

Executive Office Management (30%)

In collaboration with other administrative staff, maintain a welcoming and consistent presence in the administrative office suite: know and communicate important functions occurring on campus, coordinate office presence, cross-train to provide back-up, distribution of mail, and welcoming guests who are meeting in the administrative office suite or board room.

Assist leadership and campus staff with software and application support to include championing College student information, financial management, and personnel data systems.

Provide occasional administrative support to Vice Chancellor for Finance, Executive Director for Development, and Executive Director for Human Resources, to include acting or referring in the executive’s absence.

Event and Meeting Management (30%)

Serve as point of contact for internal and external clients who are using Ivy Tech Hamilton County space: guide clients through the event planning process and facilitate communication to interdependencies such as facilities, PSEP, IT, marketing, and Campus leadership.

Coordinate or support Commencement, Convocation, leadership retreats, and other special events as assigned. 

Serve as the campus’s room reservation CDA.

Support the Executive Director of Development, Vice Chancellor for Finance, and Executive Director of Human Resources.

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.

Minimum Qualifications:

• Associate’s degree
• 3-5 years’ work experience in an executive setting or a combination of education, training (and industry certifications), and work experience will be considered.
• Must have excellent communication, interpersonal, and organizational skills.
• Must demonstrate ability to work collaboratively with constituents from all areas of the college.
• Must be able to plan and conduct several concurrent projects with minimal supervision.
• 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.

Preferred Qualifications:

• Experience supporting an executive team.
• Bachelor’s degree

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.

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