Administrative Assistant for Academic Affairs

Ivy Tech Community College•Marion, IN

1d•Onsite

About The Position

Provides administrative support to Academic Affairs, Schools, and Programs by coordinating daily operations, purchasing, budgets, course scheduling, records, communications, and faculty support. Serves as a key resource for students, faculty, staff, and other stakeholders while ensuring timely and accurate completion of administrative processes.

Requirements

Associate degree in Office Administration, a related field, or the applicable program field.
Three years of related work experience.
High level of computer proficiency, including Microsoft Word, Excel, Access, PowerPoint, and Outlook.
Excellent communication, organizational, and interpersonal skills.
Ability to work efficiently and effectively.
Ability to maintain confidentiality and demonstrate patience and diplomacy.
Strong attention to detail.
Valid driver’s license.

Nice To Haves

Bachelor’s degree in Office Administration, Business Administration, a related field, or the applicable program field.
Experience working in a higher education or academic environment.

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.
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 chair, dean, and VCAA, or other entities.
Maintain open lines of communication with other departments.
Other duties logically associated with the position may be assigned.

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