Administrative Assistant

Ivy Tech Community College•Madison, IN

2d•Onsite

About The Position

The Site Administrative Assistant supports the operational, data, and compliance functions of Ivy Tech Correctional Education programming at an assigned Indiana Department of Correction facility. This role ensures accurate student records, timely submission of required documentation, effective internal and external communication, and daily administrative support to ABE and CTE instructional teams. This is a full-time hourly position located at the Pendleton Correctional Facility.

Requirements

High school diploma or GED required
Strong organizational and time-management skills.
Ability to navigate systems including InTERS, Delta, DocuSign.
Attention to detail and commitment to data accuracy.
Ability to manage confidential information.
Effective verbal and written communication.
Proficiency with Microsoft Office.

Nice To Haves

Associate degree preferred.
Experience in administrative or data-entry support roles preferred.
Experience in education/corrections preferred.

Responsibilities

Accurately enter student information into InTERS and update records throughout enrollment.
Correct and resolve all InTERS data errors monthly.
Enter attendance data into InTERS and Delta each week.
Print and distribute Table 4, Table 4B, and distance-learning data weekly.
Run enrollment and completion reports as needed.
Track and communicate student enrollment status and changes.
Complete Special Education requirements for reporting as directed.
Pre-test prospective students and record scores.
Complete new student enrollment into ABE and/or CTE programs.
Conduct new student orientations or ensure completion by instructors.
Maintain complete student education files.
Assemble and deliver new student folders to instructors.
Schedule testing and proctor testing sessions when needed.
Submit completion paperwork (Literacy, HSE, CTE) to IDOC.
Confirm completion status is entered and stored appropriately.
Communicate with Site Manager, Instructors, Case Managers, Classification staff, and Plainfield central office staff.
Send classification paperwork to Case Managers/Classification.
Notify Plainfield office of CTE new class info, completions, testing needs.
Submit printer/copier readings to Plainfield.
Complete purchase requests following established processes.
Ensure purchase requests align with site and program budgets.
Maintain supply inventory and coordinate classroom materials needs.
Review weekly referral lists from Delta.
Communicate with Case Managers regarding enrollment opportunities.
Assist with marketing efforts to recruit new students.
Perform general clerical functions such as filing, copying, scanning, and email communications.
Maintain organized electronic and physical files.
Assist Site Manager with communications, scheduling, special projects, and other duties as needed.
Support site events including graduations and testing sessions.
Assist new employees with site-level onboarding.
Ensure compliance with Ivy Tech policies and IDOC security policies.
Maintain accurate documentation for monitoring and QA reviews.
Support CQI processes by completing monthly reporting.

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