Administrative & Facilities Operations Specialist

Ivy Tech Community College; Richmond (VA); On-site; USD 40,000 - 60,000; Full time

Benefits offered by this job

Health plans

Dental plan

Vision plan

Wellness program

Retirement contributions

Paid time off

Tuition assistance

Professional development

Job summary

Ivy Tech Community College is seeking a professional to provide administrative and operational support across the Schools of Health Sciences/Nursing and the Facilities Department. The role serves as the first point of contact for guests, students, faculty, vendors, and partners, ensuring a welcoming environment and efficient routing of inquiries.

Responsibilities include front desk coverage, student record maintenance, scheduling, purchasing coordination, and data management.

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

• Provide front desk and phone coverage for the Schools of Health Sciences and Nursing.
• Maintain student records in compliance with campus and school policies.
• Monitor students for criminal background checks and drug screening requirements.
• Review the document manager database and notify students and faculty of missing records or upcoming immunizations.
• 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 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.

Job description

Ivy Tech Community College is seeking a professional to provide administrative and operational support across the Schools of Health Sciences/Nursing and the Facilities Department. The role serves as the first point of contact for guests, students, faculty, vendors, and partners, ensuring a welcoming environment and efficient routing of inquiries.

Responsibilities include front desk coverage, student record maintenance, scheduling, purchasing coordination, and data management.