PT Administrative Assistant for Academic Affairs

ivytech; Marion (IN); On-site; USD 28,000 - 32,000; Full time

Benefits offered by this job

Health & Wellness

Vision care plan

Employee Assistance Program

Educational Benefits

Fee remission

Job summary

Ivy Tech Community College in Indiana (Marion) is seeking an Administrative Assistant to provide administrative and operational support to Academic Affairs leadership, Schools, and Programs. The role includes coordinating purchasing, budgeting, records management, course scheduling, and contract tracking, while supporting reporting and office operations.

The successful candidate will be the primary contact for students, faculty, staff, and external stakeholders, requiring strong customer

Qualifications

• Associate degree in Office Administration or related field or equivalent experience.
• Fast-paced environment with efficient work habits.
• Strong communication, organizational, interpersonal skills, including patience and confidentiality.
• Proficiency in Microsoft Office applications (Word, Excel, Access, PowerPoint, Outlook).
• Attention to detail and accuracy.

Responsibilities

• Provide administrative and operational support to Academic Affairs leadership, Schools, and Programs.
• Coordinate purchasing, budgets/records management, and inventory control.
• Schedule courses, update registrations, and track contracts.
• Generate reports and distribute to stakeholders.
• Serve as a primary point of contact for students, faculty, staff, and external stakeholders.
• Maintain confidentiality and professionalism in all interactions.

Skills

Customer service

Organization

Attention to detail

Follow-through

Communication

Education

Associate degree in Office Administration

Tools

Microsoft Office (Word, Excel, Access, PowerPoint, Outlook)

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 item 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.

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 .

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 sexua