Academic Secretary

Hours: 40 hours per week, on campus. The typical schedule is ideal for those who appreciate consistent, family-friendly hours.

The Division Secretary provides vital administrative support to our academic programs in Communication, Business, and Social Sciences, along with Institutional Effectiveness staff. Supporting just under 30 full-time faculty and staff and over 100 part-time instructors, this role is essential to ensuring the division runs smoothly and stays organized. It requires someone who is highly detail-oriented, organized, and able to manage multiple projects with overlapping timelines. The ideal candidate takes pride in accuracy, values collaboration, and is eager to learn how processes connect to the larger mission of the college.

Why You’ll Love Working Here

• Family-friendly hours that support work-life balance
• Excellent benefits, including dependent tuition and comprehensive health coverage
• Generous paid time off, including an extended winter break and reduced summer hours
• Supportive, caring, and mission-driven community that values teamwork and professionalism
• Maintain files and supportive data in an organized system for the division
• Enter data for course schedules and room assignments
• Complete faculty load sheets for approval by the Academic Dean and Vice President of Academic Affairs
• Generate and post classroom schedules
• Provide clerical support for the hiring process
• Assist with the orientation of new faculty
• Assist with filling out, making copies of, and tracking purchase orders, invoices, and check requests
• Perform routine office activities with minimal supervision while maintaining confidentiality
• Support full-time faculty and adjunct instructors with office tasks such as making copies, scheduling meetings, and purchasing
• Demonstrate customer service skills when receiving students and visitors
• Refer stakeholders to the appropriate personnel for assistance or problem resolution
• Communicate and respond to communication in a timely manner
• Demonstrate IWCC's core values caring, commitment, and challenge
• Other duties as assigned
• High School Diploma
• Strong organizational skills including the ability to multi-task, meet deadlines, maintain and access paper and electronic files, produce error-free final products, and manage time and output
• Excellent customer service skills
• Proficient use of Microsoft Office products (Outlook, Word, Excel, PowerPoint)
• Ability to read and write
• Enthusiastic and dedicated to the challenges of helping other people
• Ability to function collaboratively as part an essential part of a team
• Professional in communication, appearance, relationships, and responsiveness
• Positive attitude
• Fosters a welcoming and supportive division culture
• Ability to maintain strict confidentiality at all times
• Self-starter with the ability to perform with little or no direct supervision
• Regular, prompt, and reliable attendance
• Ability to pass a background check
  
  

Physical Demands of Essential Functions:

• Normal Office environment with the ability to lift up to 10lbs
• Other physical requirements (note):
• The employee frequently is required to sit for extended periods of time and use hands to operate computer keyboard, telephone, and basic office equipment
• While performing the duties of this job, the employee is regularly required to talk and hear

Cognitive Requirements: (as presently performed to accomplish essential functions)

• Reading, Writing, Calculating
• Social Interaction Skills
• Reasoning/Analysis
• Works with Minimal Supervision