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Director of Workforce Administration and Support

Apply now Job no: 510203
Work type: Full Time Administrative
Location: Systems Office - Indianapolis, IN
Categories: Administrative/Professional, Executive/Director/Management

General Description of Position: Provides executive level administrative support for the workforce areas and serves as principal scheduler to the Senior Vice President for Workforce, Sector and Workforce Vice Presidents and Assistant Vice President of Information Technology. Handles details of highly confidential and critical information and must function efficiently and effectively in a fast-paced professional environment. Independently manages multiple tasks and projects with competing priorities and deadlines; screens and prioritizes communications from external and internal sources; organizes and maintains administrative processes. Maintains a professional work environment and serves as principle contact with college and external constituents from local, state and national agencies, councils, and other organizations. Completes assigned special projects and tasks with minimal supervision.
Major Responsibilities:

Scheduling & Communications:
Manages internal and external contacts for Workforce leadership team, proactively understanding preferences for scheduling, priority contacts and keeping track of periodic communication needed for priority contacts.

Schedules a high volume of appointments and meetings, accurately maintaining all appointment books and calendars. Duties include research, agenda preparation and content development.

Schedules and coordinates college travel and associated arrangements, maintaining appropriate documentation.

Assists executive leadership with timely and effective communications regarding key departmental information and updates.

Responsible for routine department communication, including preparing and responding to emails, electronic and written correspondence and calls.

Meeting & Event Planning:
Assists the Senior Vice President with State Board of Trustee communications, engagement, and support.

Assists and supports the executive leadership via strategic engagement, coordination, and support.

Coordinates on and off-campus meetings to include appropriate room accommodations, guest parking, catered luncheons and refreshments, and audio/visual equipment as needed.

Hosts and facilitates virtual meetings and workshops on behalf of workforce and coordinates all event logistics, speakers, and communications leading up to the event and post event evaluations.

Provides meeting planning and logistics support for statewide workforce meetings.

Prepares presentations for internal and external groups and ensures production of professional quality reports and handouts.

Performs first level research, including preparation of report summaries, and gathers information to assist in preparation of reports and presentations.

Develops and manages detailed project schedules and work plans.

Takes and distributes meeting minutes/notes.

Office Management & Operations:
Oversees daily operation of workforce including greeting and directing guests; maintaining calendars and scheduling meetings and appointments; and screening calls and visitors.

Facilitates processing of Purchase Orders, grants, vendor payments, and P-Card purchases in collaboration with Procurement and Business Office

Supports internal workflows to ensure efficient operations and help identify opportunities to improve processes and overall organizational effectiveness.

Screens and distributes mail for workforce as required.

Maintains accurate electronic and hard copy department files.

Develops and maintains a system that alerts upcoming deadlines on incoming requests or events.

Develops and manages detailed project schedules and work plans.

Provides project updates on a consistent basis to various stakeholders about strategy, adjustments, and progress.

Supports other positions within workforce as assigned.

Completes special projects as assigned.

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.

Supervision Received: Senior Vice President for Workforce and Careers
Supervision Given: Administrative Assistants, Student work-study support and interns as determined

Minimum Qualifications:

Associate's degree required.

Minimum of two years’ experience supporting senior level/executive administrators required.

Proficient computer skills including Microsoft Word, Excel, PowerPoint and familiarity with Access required. Must have ability to learn and use applicable software (e.g., space utilization software, etc.).

Excellent oral, written and interpersonal communication skills required.

Must exhibit professional demeanor, initiative, and good judgment, be able to work well under pressure and independently.

Must positively anticipate or react to frequently changing priorities, and maintain confidentiality on all matters related to the College, its staff, faculty, students and trustees.

Must demonstrate professional demeanor and ability to defuse emotional situations in a calm manner.

Must have the willingness and ability to occasionally travel on College business, be willing to work occasional extended hours, and be willing and capable of communication outside of normal work hours.

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:  Bachelor’s degree.
Other Requirements:

 

Work Hours:  
Hiring Range:  
Team Ivy Referral: N/A
Special Instructions to Applicants:  

 

Advertised: US Eastern Daylight Time
Applications close:

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