Administrative Assistant - School of Nursing

ivytech; Indianapolis (IN); On-site; USD 21,000 - 29,000; Full time

Benefits offered by this job

Restaurant of employment

Job summary

Ivy Tech Community College of Indiana, Indianapolis Campus, seeks an Administrative Assistant for the School of Nursing. The role provides essential office coordination, record-keeping, and front-line service for students, faculty, and visitors.

A strong focus on accuracy, confidentiality, and professional communication is required. Responsibilities include managing daily nursing office operations, data handling, budget review support, and event logistics.

Qualifications

• High school diploma or GED required.
• Advanced proficiency in Microsoft Office Suite.
• Strong organizational and time-management skills.
• Excellent written and verbal communication abilities.

Responsibilities

• Organizes and manages daily operations of the nursing office to ensure smooth, efficient functioning.
• Maintains and updates records, databases, and logs to ensure accuracy and compliance.
• Serves as the first point of contact for program inquiries via phone, email, and in-person visits.
• Coordinates meetings, appointments, information sessions, and special projects, and handles logistics.

Skills

MS Office Proficiency

Strong organizational skills

Excellent written & verbal comms

Customer service oriented

Education

Associate degree or higher in Office Administration or related field

Job description

Job Title: Administrative Assistant - School of Nursing

Location: Indianapolis Campus

Job Type: Full-time

Classification: N-4

Salary Range: $15.00 - $21.00 hourly (Based on experience)

Reports To: Dean, School of Nursing

Who We Are:

Ivy Tech is Indiana's community college and workforce engine, delivering: high-quality learning experiences that propel Indiana's communities, measurable economic return, excellence in teaching, and industry-aligned credentials of value, empowering every learner to achieve lifelong success

Our Values:

• Empathy - We lead with care and connectivity, ensuring we meet our students where they are.
• Integrity - We act responsibly and ethically in the best interest of our students, employees, partners, institution, and the State.
• Agility - We move with purpose and adapt to the evolving needs of our students, employers, and the State.
• Impact - We exist to change lives through quality education.

About the Role:

The Administrative Assistant supports the School of Nursing by coordinating office operations, ensuring efficient workflow, and providing high-quality administrative and customer service support. The role is central to maintaining accurate records, supporting faculty and leadership, and ensuring a professional, welcoming environment for students, staff, and visitors.

Key Responsibilities:

The following 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.

Administrative Coordination

• Organizes and manages daily operations of the nursing office to ensure smooth, efficient functioning.
• Maintains and updates records, databases, and logs to ensure accuracy and compliance.
• Prepares reports, correspondence, requisitions, and meeting materials with a high level of accuracy and attention to detail.
• Manages office supplies, inventory, and equipment to support uninterrupted operations.

Data & Information Management

• Collects, compiles, and analyzes data for program evaluations and operational reporting.
• Maintains accurate budget records, purchase orders, and expense tracking.
• Reviews program applications, prepares decision letters, and tracks student progression through graduation and beyond.
• Builds and updates program course data in relevant systems.

Communication & Customer Service

• Serves as the first point of contact for program inquiries via phone, email, and in-person visits.
• Communicates professionally with applicants, students, faculty, staff, and external stakeholders.
• Creates and maintains professional, clear, and accurate written communications.
• Demonstrates a proactive, student-centered approach to resolving questions and concerns

Event & Schedule Management

• Coordinates meetings, appointments, information sessions, and special projects.
• Arranges logistics for events including location booking, material preparation, and technology setup.
• Prepares agendas, takes minutes, and ensures follow-up on action items.

Collaboration & Team Support

• Provides administrative support to the Dean, Department Chair, and faculty.
• Serves as liaison between the School of Nursing and internal administrative support teams.
• Supervises and provides direction to work-study students and part-time personnel.

Professionalism & Compliance

• Maintains confidentiality in alignment with FERPA guidelines.
• Demonstrates punctuality, reliability, and a professional demeanor.
• Adheres to established policies, procedures, and compliance requirements.

Education & Experience:

Education:

• High school diploma or GED or equivalent combination of education, training, and skills that demonstrate ability to perform the role.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Access).
• Strong organizational and time management skills.
• Ability to process information quickly, accurately, and with attention to detail.
• Excellent written and verbal communication skills, including grammar and proofreading.
• Ability to handle sensitive or challenging situations with diplomacy and tact.
• Capability to work independently and collaboratively in a fast-paced, multitasking environment
• Comfort with lifting and moving up to 30 pounds and navigating an office setting.

Preferred Education and Experience:

• Associate degree or higher in Office Administration, Business Administration, or related field.
• Knowledge of office administration best practices in an academic or healthcare setting.
• Experience with database systems, electronic records management, and course scheduling platforms.
• Event coordination experience, including logistics and materials preparation.

Must demonstrate ability to promote an environment that reflects the broad backgrounds represented by our students and employees and which every individual feels respected and valued.

Ivy Tec