Academic Affairs Support Specialist

Ivy Tech Community College•Sellersburg, IN

21h•Onsite

About The Position

The Academic Affairs Support Specialist provides operational oversight and administrative support for assigned academic schools, supporting deans and program chairs in retention and completion initiatives. This role encompasses a wide range of tasks, including communication with faculty members, program development, scheduling, budget management, and implementation of institutional policies, as well as the supervision of the day-to-day operations of the schools. The position helps facilitate seamless collaboration between all areas of campus and requires monthly meetings with the Business Office and Human Resources to ensure accuracy and consistency of reporting, records, and academic processes.

Requirements

Associate’s degree required, with two years of related experience or training.
Demonstrated competence with Microsoft Office Suite.
Must have excellent oral and written communication skills.
Basic knowledge of accounting, purchasing and invoicing standards.
Must be detail oriented and conscientious.
Must be able to maintain confidentiality.

Nice To Haves

Bachelor’s degree preferred

Responsibilities

Assist both full-time and adjunct instructors in accessing materials and resources.
Assist in procuring relevant items for programs and maintain records consistent with College and program accreditation standards.
Provide general administrative support for assigned academic schools.
Complete course building within College platforms for each academic term.
Make ongoing updates or changes as requested from program chairs and/or deans.
Update completion guides as needed.
Assist deans in reviewing course syllabi according to institutional and statewide curriculum committee standards.
Assist program chairs with Advisory Board meetings, ensuring compliance with standards and implementing feedback.
Reserve space and submit facilities requests for events hosted by academic programs.
Ensure events are added to campus calendar.
Coordinate student outreach and engagement to assist in facilitation of student retention and completion.
Assist in event management for orientation and engagement activities.
Maintain presence day of events for hands-on support.
Assist in scheduling in-class advising sessions.
Generate and send encouragements, dean’s list acknowledgements, and other relevant communication to students on behalf of assigned deans.
Assist in direct communication with students in assigned programs to schedule advising or refer to campus-based support services.
Generate reports on campus platforms as requested.
Collect, track, and maintain required accreditation documentation such as syllabi, block schedules, and relevant student records.
Assist in procurement needs for certification exams and materials.
Create and send faculty kudos and achievement acknowledgements to faculty on behalf dean or Assistant Vice Chancellor for Academic Affairs.
Assist deans and program chairs with managing and maintaining individual school and program budgets, with basic knowledge of accounting and purchasing standards.
Maintain compliance with College purchasing policies through procurement card utilization.
Ensure faculty workrooms and classrooms are stocked with necessary supplies.
Coordinate with IT and Facilities to ensure classrooms are maintained and ready for the start of each academic term.
Attend department, committee, and relevant faculty or campus meetings.
Assist in school onboarding of new faculty and staff; collaborate with hiring managers and Human Resources to ensure the completion of all necessary training for new employees.
Conduct all activities within the established guidelines of the Family Educational Rights and Privacy Act (FERPA).

Benefits

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
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
Fee remission for employees, spouses, and dependent children
Tuition assistance for undergraduate, graduate, and doctoral programs
Paid professional development opportunities
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)
Eligibility for Public Service Loan Forgiveness
Additional discounts on gym memberships, transportation, and various retail services