Administrative Assistant - School of Nursing

Ivy Tech Community College; Indianapolis (IN); On-site; USD 31,000 - 44,000; Full time

Benefits offered by this job

Health insurance

Tuition assistance

Paid time off

Job summary

Ivy Tech Community College in Indianapolis is seeking an Administrative Assistant for the School of Nursing. The role supports office operations, maintains records, assists faculty and leadership, and ensures a welcoming environment for students and staff.

You will handle data management, correspondence, scheduling, and event logistics while upholding FERPA compliance and professional standards in a fast-paced setting.

Qualifications

• High school diploma or GED required; associate degree preferred.
• Advanced proficiency in Word, Excel, PowerPoint, Outlook, Access.
• Strong organizational and time-management skills with attention to detail.
• Excellent written and verbal communication; FERPA awareness is a plus.

Responsibilities

• Coordinate daily nursing office operations for smooth functioning.
• Maintain records, databases, logs, and prepare accurate reports.
• Manage supplies, budget records, and purchase orders for operations.
• Serve as first point of contact via phone, email, and in person.
• Prepare agendas, take minutes, and ensure follow-up on action items.
• Provide support to Dean, Department Chair, and faculty; supervise work-study staff.

Skills

Strong organizational skills

Time management

Excellent written and verbal skills

Professional communication

Independent and collaborative work

Education

High school diploma or GED

Associate degree or higher in Office Administration

Tools

Microsoft Office Suite

Database systems

Course scheduling platforms

Job description

Job Title: Administrative Assistant – School of NursingLocation: Indianapolis CampusJob Type: Full-timeClassification: N-4Salary Range: $15.00 - $21.00 hourly (Based on experience)Reports To: Dean, School of NursingWho 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 successOur 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 CoordinationOrganizes 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 ManagementCollects, 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 ServiceServes 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 concernsEvent & Schedule ManagementCoordinates 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 SupportProvides 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 & ComplianceMaintains 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 environmentComfort 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 Tech is committed to supporting the well-being, growth, and financial security of our full-time faculty and staff. Our comprehensive benefits package includes:Health & WellnessMultiple medical plan options paired with a Health Savings Account with a generous employer contributionDental plan with no-cost preventive services and coverage for orthodontiaVision plan with low-cost exams and allowances for glasses or contact lensesEmployee Assistance Program offering no-cost confidential counseling sessions, legal consultations, financial planning consultations, and other resourcesWellness program with opportunities to earn $250 in Wellness RewardsFlexible Spending Accounts for healthcare (limited purpose) and dependent careRetirement & Financial Security10% employer retirement contribution, fully vested after two yearsBasic life insurance equal to annual salary paid by the College, with optional supplemental coverageShort-term and long-term disability benefitsEducational BenefitsFee remission for employees, spouses, and dependent childrenTuition assistance for undergraduate, graduate, and doctoral programsPaid professional development opportunitiesWork‑Life BalanceGenerous paid time off, including vacation, sick leave, holidays, and winter recessFlexible work arrangements where availablePaid childbirth recovery leave (8 weeks)Paid parental leave (4 weeks)Additional PerksEligibility for Public Service Loan ForgivenessAdditional discounts on gym memberships, transportation, and various retail servicesIvy 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.