About this Executive Office Coordinator role at Ivy Tech Community College
Major Responsibilities:
Chancellor Support
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
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.
Support Commencement, Convocation, leadership retreats, and other special events as assigned by 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.
Communication and Relationship Management
Oversee communications from the Office of the Chancellor: assess and evaluate documents and requests to determine routing or response; prepare and distribute communication from the Chancellor to internal and external constituents.
Prepare documents, slides, and reports as assigned by the Chancellor.
Maintain up-to-date contact list for the Office of the Chancellor.
Board and Leadership Support
Act as a liaison to the board for the Chancellor’s cabinet.
Prepare bi-monthly board meeting to include preparing slides, documents, and agendas; schedule meetings; prepare meeting rooms; and ensure required announcements are posted.
Maintain accurate contact information for the campus board.
Complete accurate meeting minutes and distribute minutes.
Development and Marketing Support
Assist Development and Marketing with events, to include ordering food and supplies, reserving rooms, set-up, and tear down.
Administrative Support for Both Offices
Coordinate the Chancellor’s and the EDDM’s schedule, to include meeting preparations and pre-meeting briefings and completion of travel arrangements, reservations, registrations, and other forms.
Process Chancellor’s office and Development and Marketing purchase requisitions and track invoices and payments for the Chancellor and EDDM.
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.
Serve as the campus’s back-up for room reservation CDA.
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.
Qualifications:
Associate degree and 3-5 years’ work experience in an executive setting or a combination of education, training, industry certifications, and relevant 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.
Demonstrated experience planning and conducting several concurrent projects with minimal supervision.
Demonstrated experience maintaining 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:
Experience supporting executive leadership and boards.
Experience coordinating executive-level meetings and events.
Working Conditions:
Primarily office-based with occasional evening and weekend commitments for Board meetings, Foundation events, donor functions, commencements, and community activities.
Occasional travel required to community locations.
Ability to sit for extended periods of time and to occasionally lift up to 25 pounds.
Supervision Received: Chancellor
Supervision Given: Student workers
Salary: The annual salary range for this position is $51,000 - $53,000
Ivy Tech is committed to supporting the well-being, growth, and financial security of our full-time faculty and staff. Our comprehensive benefits package includes:
Health & Wellness
Multiple medical plan options paired with a Health Savings Account with a generous employer contribution
Dental plan with no-cost preventive services and coverage for orthodontia
Vision plan with low-cost exams and allowances for glasses or contact lenses
Employee Assistance Program offering no-cost confidential counseling sessions, legal consultations, financial planning consultations, and other resources
Wellness program with opportunities to earn $250 in Wellness Rewards
Flexible Spending Accounts for healthcare (limited purpose) and dependent care
Retirement & Financial Security
10% employer retirement contribution, fully vested after two years
Basic life insurance equal to annual salary paid by the College, with optional supplemental coverage
Short-term and long-term disability benefits
Educational Benefits
Fee remission for employees, spouses, and dependent children
Tuition assistance for undergraduate, graduate, and doctoral programs
Paid professional development opportunities
Work‑Life Balance
Generous paid time off, including vacation, sick leave, holidays, and winter recess
Flexible work arrangements where available
Paid childbirth recovery leave (8 weeks)
Paid parental leave (4 weeks)
Additional Perks
Eligibility for Public Service Loan Forgiveness
Additional discounts on gym memberships, transportation, and various retail services
Ivy Tech is proud to offer benefits that support your health, your family, and your future—because when our employees thrive, our students and communities thrive too. For more information on Ivy Tech Benefits, visit https://careers.ivytech.edu/benefits.
Note: Employees who re-hire with the College within 180 days of leaving a full-time position with the College may be eligible for additional benefits depending on their bridged seniority date.
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.
