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Office Coordinator - Montgomery County Instructional Center
Lafayette, IN Work type: Full Time Hourly Location: Lafayette, IN Categories: Office/Clerical, Other General Description of Position: POSTION REPORTS TO: Site Director, Montgomery County Instructional Center POSITION SUPERVISES: May supervise work study students. Serves as office assistant/receptionist and provides office support for the Site Director's office; maintains a professional image and high level of confidentiality in completing daily work assignments, and demonstrates leadership ability. Major Responsibilities: Duties/Responsibilities: Responsibilities include providing clerical support and serving as receptionist for the Instructional Center; performing office duties for Director, faculty, and adjunct faculty; typing course materials, correspondence, reports, requisitions and forms; and maintaining student files and confidential information. Unlock and open Instructional Center. Monitor security cameras. Coordinate locking the Center with evening Office Assistant. Serve as Instructional Site receptionist greeting the general public, faculty and students, providing information, scheduling testing and appointments. Print and Manage Student ID Cards as needed. Act as a liaison to the community for outside events. Schedule and manage logistics for outside events as well as internal Ivy Tech events held on Site .. Serve as the initial contact for student and faculty concerns. Receive incoming calls, take and make outgoing calls. Assist Advisor and Director with student outreach initiatives as needed. Deliver messages to faculty, advisors, site director, and students when requested. Type correspondence, reports, contracts, requisitions, forms, and other materials as requested. Proofread for accuracy and produce final copy for distribution. Distribute typed materials as requested. Assist students with basic questions about admissions, registration, financial aid and fee payments. Assist with accessing My Ivy. Enter, Accuplacer scores, and other student data into the Banner system as identified by Site Director and approved by Campus Department Heads and Administrators Manage calendars and appointments for administrative staff. Schedule and proctor Accuplacer, make-up exams, and distance education exams as needed. Assist the Academic Advisor in scheduling students for advising, entering student data on Banner, and registering students. Assist Site Director with planning and coordinating of course schedules and room scheduling. Prepare faculty packets for distribution during non-instructional week as needed. Serve as the Technology liaison and demonstrate/assist faculty with use of classroom technology and basic troubleshooting of issues. Assist students taking Virtual delivery or Learn Anywhere courses. Demonstrate use of technology. Distribute and collect course materials for instructors and students. Maintain and update office files, developing and revising filing system as needed to keep current and accurate records. Establish and maintain mailboxes for staff and faculty each semester. Distribute incoming mail and prepare outgoing mail for postal pick up or Lafayette delivery. Maintain a professional appearance on desks, shelves, tables and other public spaces in the Instructional Site front office and reception area to provide a professional atmosphere for visitors to campus. Monitor computer labs, classrooms, faculty offices, and Instructional Site main office to maintain copier and printer paper, pens, erasers, and other instructional supplies. Manage supplies inventory and order supplies as needed. Make travel arrangements and prepare travel requests and travel reimbursement reports. Verify purchase requisitions and other monthly charges against budget reports for accuracy. Maintain bulletin boards with current announcements, special program flyers, and required notices of Federal regulations. Maintain and operate personal computer, copier machine(s), and printer(s), and apprise Instructional Technologies & Computing Services of problems or issues with equipment for office or classroom use at the Instructional Site. Coordinate and contact appropriate help to correct issues with the building, maintenance, or other facility needs. Coordinate and communicate tasks and duties for evening Office Assistant to complete. Serve on committees as requested. Complete other tasks as assigned. Conduct all activities with an appreciation and respect for diversity of people, styles, and views. Promote same as an integral part of one's work. Minimum Qualifications: Associate degree in Office Administration or related area preferred, 2 years related experience and computer skills required. Must possess excellent organizational and communication skills. Must maintain confidential information and work within timelines. Preferred Qualifications: Computer proficiency in word processing, spreadsheets, and databases. Other Requirements: Work Hours: Hiring Range: Team Ivy Referral: Special Instructions to Applicants: Advertised: 27 Apr 2023 US Eastern Daylight Time Applications close: |
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