Administrative Assistant for Academic Affairs

Ivy Tech Community College of Indiana; Marion (IN); On-site; USD 39,000 - 48,000; Full time

Benefits offered by this job

Health plan with HSA

Dental plan

Vision plan

Employee Assistance Program

Wellness rewards

Flexible Spending Accounts

Job summary

Ivy Tech Community College of Indiana is seeking an Administrative Assistant to support Academic Affairs, Schools, and Programs. You will coordinate daily operations, purchasing, budgets, course scheduling, records, communications, and faculty support.

This role serves students, faculty, staff, and stakeholders, ensuring timely and accurate completion of administrative processes with a focus on customer service and confidentiality.

Qualifications

• Associate degree in Office Administration or related field.
• Three years of related work experience.
• High proficiency with Microsoft Word, Excel, Access, PowerPoint, and Outlook.
• Excellent communication, organizational, and interpersonal skills.
• Ability to work efficiently and maintain confidentiality with diplomacy.
• Strong attention to detail and dependability.
• Valid driver’s license.

Responsibilities

• Provide administrative support to Academic Affairs, Schools, and Programs.
• Coordinate purchasing, budgets, course scheduling, records, and staff communications.
• Assist in managing vendor relations and Ivy Markets transactions.
• Communicate with students, faculty, and staff and direct inquiries as needed.
• Update course sections, room assignments, and related data; distribute reports to stakeholders.
• Perform other duties as assigned by leadership.

Skills

Customer service

Communication

Organizational skills

Interpersonal skills

Problem-solving

Attention to detail

Confidentiality

Adaptability

Education

Associate degree in Office Administration

Bachelor’s degree in Office Administration or related field

Tools

Microsoft Word

Excel

Access

PowerPoint

Outlook

Job description

Provides administrative support to Academic Affairs, Schools, and Programs by coordinating daily operations, purchasing, budgets, course scheduling, records, communications, and faculty support. Serves as a key resource for students, faculty, staff, and other stakeholders while ensuring timely and accurate completion of administrative processes. Salary: $43,888 annually

RESPONIBILITIES:

• Demonstrate a strong customer service and/or student advocacy through a positive attitude of approachability, adaptability, strong problem-solving and desire to identify and support student success. Engage in behaviors that create an inclusive environment in which all people are valued and supported.
• Budgets/Records Management/Inventory Control: Participate in planning. Assist Academic Affairs Leadership in providing administrative oversight to all Schools and Programs functions; including various monetary budgets, especially the supplies and expenses portion; order and maintain necessary office and program supplies for School and Program employees; coordination of all School and Program purchases with Business Office personnel. Create, reconcile, and purchase item from Ivy Markets. Includes adding and removing vendors; working with internal and external stakeholders to address issues and concerns. Adequately track outstanding purchase items and communicate with stakeholders.
• Go beyond the easiest or surface answer for a student, or an internal or external customer, and get to the root cause of the problem, question or issue to solve it as quickly and professionally as possible.
• Direct all inquiries from students, staff and faculty appropriately, posting timely notifications of class cancellations and changes, sorting and distributing incoming mail and packages, communicating information in a timely fashion to students as needed. Maintaining and updating the voice mail list and contact lists for faculty. Handle incoming and outgoing communication. Take and distribute notes during meetings. The administrative assistant needs to attend to each one efficiently, professionally, and accurately in order to maintain excellent service and public relations. Updates faculty on department activities as needed.
• Build and adjust courses including rooms, instructor assignments, consumable fees, and any other pertinent information regarding course section building. Generate reports and distribute to stakeholders. Monitor status of courses and contracts in a timely manner and follow through until completion. Process substitution pays and collect load sheets. Respond to change request from chair, dean, and VCAA, or other entities. Maintain open lines of communication with other departments.
• The above duties are not to be construed as an exhaustive list. Other duties logically associated with the position may be assigned.

Minimum Qualifications

• Associate degree in Office Administration, a related field, or the applicable program field.
• Three years of related work experience.
• High level of computer proficiency, including Microsoft Word, Excel, Access, PowerPoint, and Outlook.
• Excellent communication, organizational, and interpersonal skills.
• Ability to work efficiently and effectively.
• Ability to maintain confidentiality and demonstrate patience and diplomacy.
• Strong attention to detail.
• Valid driver’s license.

Preferred Qualifications

• Bachelor’s degree in Office Administration, Business Administration, a related field, or the applicable program field.
• Experience working in a higher education or academic environment.

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.

At Ivy Tech, you’ll be part of something bigger, where collaboration fuels innovation, learning is a shared journey, and meaningful goals become life-changing achievements. As Indiana’s only full-fledged community college, we’re deeply rooted in our mission to empower students, strengthen communities, and support one another every step of the way. No matter your role, you’ll be valued, supported, and inspired because here, people come first. Our faculty and staff are united by purpose, driven by passion, and proud of the difference we make together. Join a team where your work matters. Discover your potential. Make your impact. Ivy Tech is the largest singly accredited community college system in the nation. Providing education across Indiana, we motivate and inspire students as they pursue their futures. To achieve this, it takes a community of over 6,500 employees in 75 locations. Competitive benefits and professional development programs The most advanced technologies in our classrooms and training facilities Collaborative and innovative culture with a focus on creativity and employee belonging Commitment to adapting to meet Indiana's workforce needs and fostering a sustainable, inclusive workplace