Secretary II

Serve as administrative assistant to the Schools of Liberal Arts, Science, Education, Business, Logistics, Supply Chain, Public Affairs and Social Services for Lake County Campus.

$15 Hourly Wage

MAJOR RESPONSIBILITIES :

1. Coordinate all academic activities of the department under the direction of the school deans

2. Create adjunct faculty contracts each semester; coordinate and track the distribution between faculty, program chairs, deans, and payroll.

Supporting adjuncts by reviewing posts and applications for new hires, maintain and collecting adjunct faculty email list

3. Arrange for meetings by making room reservations and sending invites to attendees. Record minutes from program chair meetings and advisory board meetings

4. Process Third Time Requests from students to repeat a class

5. Schedule appointments for deans as requested

6. Car rental for chairs / curriculum meetings and help faculty navigate travel

7. Take notes at meetings and collect information (faculty office hours, loading forms etc.)

8. Assist faculty on Professional Development

9. Prepare purchase requisitions for supplies and equipment. Monitor departmental funding / spending for S&E and travel

10. Prepare travel requests for school deans

11. Book Orders textbooks for every semester

12. Order office and instructional supplies (mostly for science)

13. Collecting and maintaining annual evaluations for department and program chairs as well as adjunct faculty

14. Use the administration software application Banner for data entry and running various reports

15. Provide a high level of customer service by answering and directing phone calls and assisting students with walk-in inquiries regarding the registration process, programs, and courses

16. Prepare and maintain forms, documents, and meeting minutes for each school in the appropriate share drive

17. Type, assemble, and duplicate tests, forms, documents, etc.

18. Loading documents into DocuSign

19. Other duties as assigned by the school deans

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.

• High School Diploma or GED; Associate degree or formal secretarial training preferred; Must be computer literate in Microsoft Office;
• Data entry experience desired; Must be skilled in English, grammar, spelling, telephone techniques, bookkeeping and problem solving;

Must have pleasant disposition, good attitude, and ability to get along with others; Must be a self-starter, well organized, capable of mature judgment, and able to work independently.

CONFIDENTIALITY AND TRUSTWORTHINESS ARE TOP PRIORITIES.

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.