Part-Time Administrative Assistant – Ivy+ Career Link

ivytech; South Bend (IN); On-site; USD 17,000 - 24,000; Part time

Benefits offered by this job

Health benefits

Vision plan

Employee Assistance Program

Retirement plan

Fee remission for employees

Job summary

Ivy Tech Community College – South Bend is seeking a part-time Administrative Assistant to support the Vice Chancellor of Ivy+ Career Link and the Career Link team.

The role requires a strong command of Microsoft Office and Google Suite, excellent communication, organizational skills, and meticulous attention to detail.

Responsibilities include filing, data maintenance, scheduling, handling inquiries, coordinating with partners, and ensuring FERPA compliance in daily operations.

Qualifications

• Associate Degree or equivalent work experience required.
• Must have excellent knowledge of Microsoft Office Products and Google Suite.
• Must possess excellent communication and organizational skills, good math skills, the ability to prioritize tasks, display extreme attention to detail, maintain confidentiality, meet deadlines, and work with minimal supervision.

Responsibilities

• Provides clerical and office support, setting up and maintaining student/employer files, filing, and copying.
• Maintains data sheets, project documentation, and student records.
• Orders supplies and maintains purchasing records.
• Assists with scheduling and tracks appointments, events, and calendars as requested.
• Responds to phone and walk-in inquiries from students, business and industry partners, and community members.
• Ensure that arrangements are made for appropriate facilities, materials, and equipment necessary for the delivery of services.
• Processes phone, walk-in, and email registrations.
• Schedules and tracks meeting times, locations, and last-minute changes and communicates those changes to the appropriate personnel.
• Operates standard office equipment such as a copier.
• Checks voicemail frequently and responds to information requests in a timely manner.
• Performs clerical duties related to the area, i.e., word processing, filing, etc., and production of instructional materials and or marketing flyers.
• Performs other duties as assigned consistent with commonly accepted practices.
• The above list of duties is not to be construed as an exhaustive list. Other duties logically associated with the 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, college policies, and professional standards.

Skills

Communication

Organizational skills

Attention to detail

Time management

Education

Associate Degree or equivalent work experience

Tools

Microsoft Office

Google Suite

Job description

GENERAL PURPOSE AND SCOPE OF THE POSITION:

The Administrative Assistant provides general office support for the Vice Chancellor of Ivy+ Career Link and the entire Career Link team, including working collaboratively with internal and external stakeholders to successfully implement metrics tied to employers, employees, and College outcomes.

Location: Ivy Tech Community College - South Bend

Department: Ivy+ Career Link

SUPERVISION RECEIVED: Vice Chancellor, Ivy+ Career Link

Employment Type: Part Time
Compensation: $15/hour

MAJOR RESPONSIBILITIES:

1. Provides clerical and office support, setting up and maintaining student/employer files, filing, and copying.
2. Maintains data sheets, project documentation, and student records.
3. Orders supplies and maintains purchasing records.
4. Assists with scheduling and tracks appointments, events, and calendars as requested.
5. Responds to phone and walk-in inquiries from students, business and industry partners, and community members.
6. Ensure that arrangements are made for appropriate facilities, materials, and equipment necessary for the delivery of services.
7. Processes phone, walk-in, and email registrations.
8. Schedules and tracks meeting times, locations, and last-minute changes and communicates those changes to the appropriate personnel.
9. Operates standard office equipment such as a copier.
10. Checks voicemail frequently and responds to information requests in a timely manner.
11. Performs clerical duties related to the area, i.e., word processing, filing, etc., and production of instructional materials and or marketing flyers.
12. Performs other duties as assigned consistent with commonly accepted practices.
13. The above list of duties is not to be construed as an exhaustive list. Other duties logically associated with the 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, college policies, and professional standards.

EDUCATION AND EXPERIENCE:

Associate Degree or equivalent work experience required.

Must have excellent knowledge of Microsoft Office Products and Google Suite.

Must possess excellent communication and organizational skills, good math skills, the ability to prioritize tasks, display extreme attention to detail, maintain confidentiality, meet deadlines, and work with minimal supervision.

Must exemplify commitment to an environment where team members feel valued, respected and supported. Must demonstrate a strong commitment to a workplace culture that recognizes and appreciates varied perspectives, backgrounds, and experiences. Must be passionate about creating and maintaining a team dynamic that encourages open communication and mutual respect.

Working knowledge of workforce development, economic development, and the South Bend-Elkhart Community is preferred, but not required.

Knowledge of Banner, Salesforce, and Tableau platforms is preferred, but not required.

Health & Wellness

• Access to a comprehensive vision care 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

Financial & Retirement Benefits

• All employees can contribute pre-tax or post-tax dollars through payroll deduction to build retirement savings

Educational Benefits

• Fee remission for employees, spouses, and legal dependents.

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.