Administrative Services Clerk IV

Ivy Tech Community College of Indiana; Fort Wayne (IN); On-site; USD 33,000 - 46,000; Full time

Benefits offered by this job

Health & Wellness

Dental plan

Vision plan

Retirement plan

Paid time off

Job summary

Ivy Tech Community College of Indiana is seeking a dedicated leader to oversee the Administrative Services Department in Fort Wayne. The role covers mail, printing, shipping, office supplies, and fixed asset maintenance, with a focus on service quality and operational efficiency.

The candidate should have an associate degree, strong organizational skills, proficiency with Microsoft Office and logistics software, and the ability to manage competing priorities in a fast-paced environment.

Qualifications

• Associate degree or equivalent work experience in business-administration related field.
• Ability to operate a forklift and basic maintenance of office equipment.
• Strong organizational skills and attention to detail.

Responsibilities

• Oversee mail, printing, and shipping operations and equipment maintenance.
• Coordinate staff training and assign service requests.
• Maintain and update departmental request platforms and logs.
• Prepare requisitions and purchase orders in Workday.
• Generate monthly cost reports for cost centers.

Skills

Team leadership

Microsoft Office

Canva

Forklift operation

Education

Associate Degree

Tools

SCLogic

Workday

Excel

Job description

Responsible for the overall management, coordination and participation in all operations of the Administrative Services Department; including mail/delivery services, printing/duplicating services, shipping/receiving. office supply distribution and Fixed Asset maintenance. Salary Range: $33,097 - $46,060-Compensation will be commensurate with the requirements of the position and the candidate’s relevant experience and education.

Major Responsibilities

• Assists with training of departmental staff
• Participates in the organization, scheduling, printing and delivery of all service requests
• Updates and maintains departmental email request platform and/or similar software for obtaining printing orders/supply requests
• Oversee the maintenance and operation of all mailing, printing and duplicating equipment
• Analyze and recommend additions/upgrades of equipment, when appropriate
• Supervise and participate in the preparation/delivery of outgoing and incoming mail, supplies, and equipment and maintain related records, using the SCLogic equipment and software (Includes USPS, UPS, FedEx, Amazon and freight shipments)
• Maintains record of rate and procedural changes for various types of mail/shipping
• Maintain a system to accommodate an inventory of paper and College stationary/forms for distribution to regional personnel
• Prepare related requisition/purchase orders in Workday for inventory replenishment, departmental standing orders and any other related purchases
• Maintain/updates an Excel spreadsheet log of all print requests, including specialty detail (lamination, combing, etc.) for monthly Workday journal entry transfers, including monthly print counts on copiers in Administration Services department
• Prepare monthly reports for Business Office Director (BOD) to transfer printing/special project costs to specific requesting Workday Cost Centers
• Jointly participate with other Administrative Services staff to process Fixed Assets equipment receipt for the region to include: Receiving, inventory tagging and delivery of all capital equipment, completion of related documents in the shared I drive folder
• Assign and maintain storage of campus records in conjunction with the Director of Finance & Business Services and assists with disposal of records in accordance with retention policies
• Assists with campus wide confidential document shredding
• In partnership with the college leased bookstore vendor, assist with delivery of books & merchandise utilizing the Coliseum Campus loading dock area
• Maintain adequate internal controls and ensures compliance with College policies and procedures
• Provide exceptional customer service to both internal and external customers
• Serves as a “Designated Employee” and must maintain Administrative Services department during emergency or campus closing
• The above list is not to be construed as an exhaustive list
• Other duties logically associated with the position may be assigned

Minimum Requirements

• Associate Degree required, or the equivalent in work experience, preferably in Business
• Requires knowledge of postal regulations and procedures
• Requires knowledge and experience in shipping/receiving areas, including operation and maintenance of equipment
• Well organized and able to handle a high volume of work
• Able to meet established deadlines
• Ability to operate a forklift, hand tools, and equipment used in the department (Forklift certification/training provided by College)
• Ability to exercise basic human relations and customer service skills in establishing and maintaining effective working relations within the Ivy Tech Community
• Proficiency using Microsoft Office and Canva, preferred
• Regular working hours are 8am-5pm, Monday-Friday
• Occasional overtime required to accommodate departmental vacation schedules or other staffing needs

Physical Requirements

• May be required to lift, push or pull up to 70 pounds
• May be exposed to chemical, mechanical or electrical hazards
• May be exposed to dusts, fumes or odoriferous working conditions

Other Requirements

• Selected candidate for employment will be subject to pre-employment background checks, including criminal history check, and any offer of employment will be contingent upon that outcome
• Official transcripts required upon hire

Benefits

• 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.

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