PT Administrative Assistant for Academic Affairs

Ivy Tech Community College of Indiana; Marion (IN); On-site; USD 28,000 - 32,000; Full time

Benefits offered by this job

Health & Wellness plan

Employee Assistance Program

Financial & Retirement Benefits

Educational Benefits

Job summary

Ivy Tech Community College is seeking an Administrative Assistant to support Academic Affairs leadership, schools, and programs. The role handles purchasing, budgets, records, course scheduling, contract tracking, reporting, and daily office operations while serving students and faculty with professionalism.

The successful candidate will demonstrate strong customer service, organization, confidentiality, and the ability to manage multiple priorities to ensure academic affairs run smoothly.

Qualifications

• Strong communication, organizational, and interpersonal skills are required.
• Proficiency in Microsoft Office applications (Word, Excel, Access, PowerPoint, Outlook).
• Ability to maintain confidentiality and attention to detail.

Responsibilities

• Demonstrate strong customer service and student advocacy.
• Participate in planning and oversight of budgets, records, and inventory for Academic Affairs.
• Coordinate purchasing, course scheduling, and updates; process substitutions and load sheets.
• Create, reconcile, and purchase items from Ivy Markets; manage vendors and communications.
• Generate reports and distribute to stakeholders; monitor course and contract status.
• Attend meetings and take notes; communicate updates to faculty and staff.

Skills

Strong communication

Organizational skills

Interpersonal skills

Time management

Education

Associate degree in Office Administration or related field

Tools

Microsoft Office Suite

Job description

The Administrative Assistant provides administrative and operational support to Academic Affairs leadership, Schools, and Programs. This position is responsible for coordinating purchasing, budget and records management, course scheduling and updates, contract tracking, reporting, and general office operations. The role serves as a primary point of contact for students, faculty, staff, and external stakeholders, requiring strong customer service, organization, attention to detail, and follow-through. The successful candidate will demonstrate sound judgment, professionalism, confidentiality, and the ability to manage multiple priorities while supporting the overall success of Academic Affairs.

RESPONSIBILITIES

• Demonstrate a strong customer service and/or student advocacy through a positive attitude of approachability, adaptability, strong problem-solving and desire to identify and support student success.
• Engage in behaviors that create an inclusive environment in which all people are valued and supported.
• Budgets/Records Management/Inventory Control: Participate in planning. Assist Academic Affairs Leadership in providing administrative oversight to all Schools and Programs functions; including various monetary budgets, especially the supplies and expenses portion; order and maintain necessary office and program supplies for School and Program employees; coordination of all School and Program purchases with Business Office personnel.
• Create, reconcile, and purchase items from Ivy Markets. Includes adding and removing vendors; working with internal and external stakeholders to address issues and concerns.
• Adequately track outstanding purchase items and communicate with stakeholders.
• Go beyond the easiest or surface answer for a student, or an internal or external customer, and get to the root cause of the problem, question or issue to solve it as quickly and professionally as possible.
• Direct all inquiries from students, staff and faculty appropriately, posting timely notifications of class cancellations and changes, sorting and distributing incoming mail and packages, communicating information in a timely fashion to students as needed.
• Maintaining and updating the voice mail list and contact lists for faculty.
• Handle incoming and outgoing communication.
• Take and distribute notes during meetings. The administrative assistant needs to attend to each one efficiently, professionally, and accurately in order to maintain excellent service and public relations.
• Updates faculty on department activities as needed.
• Build and adjust courses including rooms, instructor assignments, consumable fees, and any other pertinent information regarding course section building.
• Generate reports and distribute to stakeholders.
• Monitor status of courses and contracts in a timely manner and follow through until completion.
• Process substitution pays and collect load sheets.
• Respond to change request from supervisor, chair, dean, and VCAA, or other entities.
• Maintain open lines of communication with other departments.
• The above duties are not to be construed as an exhaustive list. Other duties logically associated with the position may be assigned.

SUPERVISION RECEIVED

Director of Academic Affairs

SUPERVISION GIVEN

None

HIRING RANGE

$20.00-$23.00 an hour

QUALIFICATIONS

• Associate degree in Office Administration or a related field, or an equivalent combination of education and experience.
• Ability to work efficiently and effectively in a fast-paced environment.
• Strong communication, organizational, and interpersonal skills, including patience, diplomacy, and the ability to maintain confidentiality.
• Proficiency in Microsoft Office applications, including Word, Excel, Access, PowerPoint, and Outlook.
• Strong attention to detail and accuracy.

BENEFITS

• 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.

EEO / DEI STATEMENTS

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.

ABOUT IVEY TECH

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.