Administrative Services Specialist - Mail, Shipping & Records

ivytech; Fort Wayne (IN); On-site; USD 33,000 - 46,000; Full time

Benefits offered by this job

Health plan

Dental plan

Vision plan

Employee assistance program

Wellness program

Job summary

Ivy Tech Community College is seeking an Administrative Services Assistant to support mail, printing, and purchasing operations at the Fort Wayne campus. The role oversees equipment, manages mail shipments, and processes supply orders in Workday, with occasional overtime and forklift operation.

Responsibilities include training staff, maintaining records, preparing monthly reports, and ensuring compliance with college policies while delivering excellent customer service to internal and external

Qualifications

• Associate degree or equivalent work experience, preferably in Business.
• Knowledge of postal regulations and procedures.
• Experience in shipping/receiving and equipment maintenance.
• Able to meet deadlines and handle high volume of work.
• Forklift operation (forklift cert provided).
• Proficiency with Microsoft Office and Canva.

Responsibilities

• Assist with training departmental staff.
• Coordinate service requests using printing orders platform and email requests.
• Oversee maintenance and operation of all mailing, printing and duplicating equipment.
• Supervise outbound/inbound mail, supplies and equipment; track rates.
• Manage inventory of paper and forms; place Workday purchases.
• Maintain Excel log of print requests and copier counts; monthly transfers.
• Prepare monthly cost transfer reports to Workday cost centers.
• Process Fixed Assets receipts; inventory tagging and delivery.
• Manage campus records storage; assist disposal per retention policies.
• Support confidential shredding and bookstore deliveries via loading dock.
• Maintain internal controls and ensure policy compliance.
• Provide exceptional customer service to internal and external customers.
• Designated Employee during emergencies.

Skills

Strong organizational skills

Customer service mindset

Attention to deadlines

Education

Associate Degree

Tools

Microsoft Office

Canva

Workday

Job description

Ivy Tech Community College is seeking an Administrative Services Assistant to support mail, printing, and purchasing operations at the Fort Wayne campus. The role oversees equipment, manages mail shipments, and processes supply orders in Workday, with occasional overtime and forklift operation.

Responsibilities include training staff, maintaining records, preparing monthly reports, and ensuring compliance with college policies while delivering excellent customer service to internal and external