Administrative Coordinator, Academic & Facilities Operations

Ivy Tech Community College; Richmond (IN); On-site; USD 42,000 - 62,000; Full time

Benefits offered by this job

Health benefits

Paid time off

Tuition assistance

Retirement plan

Job summary

Ivy Tech Community College in Indiana seeks an organized Administrative and Facilities Coordinator to provide professional support to the Schools of Health Sciences and Nursing and to the Facilities Department. The role acts as the first point of contact for guests, students, faculty, vendors, and community partners.

You will manage front desk operations, route inquiries, support scheduling, purchase coordination, and maintain campus data.

Qualifications

• Associate degree preferred.
• Minimum two years of administrative or operational support experience.
• Strong organizational and multitasking abilities.
• Proficiency with Microsoft Office and institutional systems.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong customer service and communication skills.
• Demonstrated analytical thinking and problem-solving ability.
• Ability to work independently while supporting team objectives.
• High level of professionalism, ethics, and confidentiality.

Responsibilities

• Serve as the primary greeter for visitors entering Johnson Hall and answer/direct the main campus phone line.
• Provide professional reception services and direct inquiries to appropriate departments.
• Coordinate visitor notifications and staff contacts; assist vendors and community partners.
• Maintain student records in compliance with policies and accreditation standards.
• Enter and manage data in campus information systems and support scheduling/purchasing coordination.
• Enter work orders in the Facilities CMMS and assist with room scheduling (25Live).
• Coordinate adjunct faculty and overload contract processing with Human Resources.
• Maintain inventory of digital forms, office supplies, and lab equipment.

Skills

Administrative support

Customer service

Communication skills

Education

Associate degree preferred

Tools

Microsoft Office

Job description

Primary Role:Provide professional administrative and operational support to the Schools of Health Sciences/Nursing and the Facilities Department. This position serves as the first point of contact for guests, students, faculty, vendors, and community partners, ensuring a welcoming environment and efficient routing of inquiries, service requests, and campus needs. The role functions as a shared administrative resource supporting academic operations, facilities services, scheduling, purchasing coordination, and campus data management. Work priorities and assignments will be coordinated between the Dean of Health Sciences and Nursing and the Executive Director of Facilities to maintain balanced support of academic programs and campus operational services.Front Desk and Campus Reception ResponsibilitiesServe as the primary greeter for all visitors entering Johnson Hall.Answer and route the main campus phone line.Provide professional reception services, ensuring guests are welcomed and directed appropriately.Respond to general campus inquiries and direct requests to appropriate departments.Coordinate visitor notifications and staff contacts.Assist vendors, contractors, and community partners upon arrival.Maintain awareness of daily campus events and room usage to assist visitors.Support a safe and customer-focused campus environment through professional engagement.Academic Administrative Support, Health Sciences and NursingProvide front desk and phone coverage for the Schools of Health Sciences and Nursing.Maintain student records in compliance with campus and school policies and accreditation standards.Monitor students for compliance with criminal background checks and drug screening requirements.Review the document manager database and notify students and faculty of missing records or upcoming immunization renewals.Monitor the Indiana State License Registry for licensing verification and follow up on missing results.Send correspondence to admitted students regarding registration, orientation, and health record requirements.Schedule student appointments with advisors and provide reminder communications.Prepare certificates of completion for dean signature and mailing to the state board of nursing.Assist with survey compliance and completion.Enter NCLEX, CNA, QMA, CCMA, CMA, Pharmacy Tech, and Phlebotomy Tech results in SOATEST.Perform administrative tasks including correspondence preparation, reporting, and data entry.Arrange and confirm travel accommodations and prepare travel reimbursements.Collaborate and manage department purchase requests, requisitions, purchase orders, and payments.Coordinate adjunct faculty and overload contract processing in collaboration with Human Resources.Maintain inventory of digital forms, office supplies, and lab equipment.Maintain effective office procedures and workflows.Demonstrate commitment to student development and success.Support the College through inclusive and respectful practices.Facilities Administrative and Operational SupportServe as customer service contact for the Facilities department.Serve as intake coordinator for Facilities service requests.Enter, route, and assign work orders within the Facilities CMMS.Monitor work order queues and assist with prioritization and follow-up.Serve as campus 25Live administrator and coordinate room scheduling and campus events.Act as liaison between event requestors and Facilities staff.Create and track purchase orders and requisitions. Including contracts and supporting documentation.Monitor vendor invoices and assist with payment coordination.Maintain vendor contact lists and documentation. Facilities Data and Space Information ManagementMaintain and update campus room and space information within institutional systems, including 25Live and Facilities records.Coordinate updates to room usage, occupancy, departmental assignments, and space classifications.Maintain accuracy of campus room inventory, including classrooms, offices, labs, storage areas, and shared spaces.Assist with space change documentation resulting from renovations or departmental moves.Update event setup and room configurations dataMaintain digital floor plans, room numbering records, and departmental space assignments.Support Facilities reporting and planning efforts through accurate data entry and record management.Assist with asset and equipment location tracking. Other DutiesPerform other duties as assigned in support of Academic Affairs and Facilities Operations.QualificationsAssociate degree preferred.Minimum two years of administrative or operational support experience.Strong organizational and multitasking abilities.Proficiency with Microsoft Office and institutional systems.Ability to manage multiple priorities in a fast-paced environment.Strong customer service and communication skills.Demonstrated analytical thinking and problem-solving ability.Ability to work independently while supporting team objectives.High level of professionalism, ethics, and confidentiality.ORGANIZATIONAL RELATIONSHIPReports administratively to the Dean of Health Sciences and Nursing. Functional work direction related to Facilities Operations is provided by the Executive Director of Facilities. Work priorities are coordinated between both departments to support campus operations.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.