PT Administrative Assistant for Academic Affairs

Ivy Tech Community College • Marion, IN

9h

About The Position

The Administrative Assistant provides administrative and operational support to Academic Affairs leadership, Schools, and Programs. The position coordinates purchasing, budget and records management, course scheduling and updates, contract tracking, reporting, and general office operations. It 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 demonstrates sound judgment, professionalism, confidentiality, and the ability to manage multiple priorities while supporting the overall success of Academic Affairs.

The role supports inclusive, student-centered service by responding to inquiries, identifying underlying issues, and working to resolve them promptly and professionally. It also supports budget and inventory activities, purchasing coordination, course and contract processes, communications, reporting, and meeting documentation. Other duties logically associated with the position may be assigned.

Requirements

• 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 and diplomacy.
• Ability to maintain confidentiality.
• Proficiency in Microsoft Office applications, including Word, Excel, Access, PowerPoint, and Outlook.
• Strong attention to detail and accuracy.

Responsibilities

• Provide a positive, approachable customer-service and student-advocacy experience, including problem-solving and support for student success.
• Help create an inclusive environment in which all people are valued and supported.
• Participate in planning and assist Academic Affairs leadership with administrative oversight of Schools and Programs functions, including monetary budgets, especially supplies and expenses.
• Order and maintain office and program supplies and coordinate School and Program purchases with Business Office personnel.
• Create, reconcile, and purchase items from Ivy Markets; add and remove vendors; and work with internal and external stakeholders to resolve issues and concerns.
• Track outstanding purchase items and communicate status with stakeholders.
• Respond to student, staff, and faculty inquiries and direct them appropriately; post timely class-cancellation and change notifications; sort and distribute incoming mail and packages; and communicate information to students as needed.
• Maintain and update faculty voicemail and contact lists; handle incoming and outgoing communications; take and distribute meeting notes; and update faculty on department activities as needed.
• Build and adjust course sections, including rooms, instructor assignments, consumable fees, and other pertinent information.
• Generate reports and distribute them to stakeholders.
• Monitor courses and contracts and follow through on their completion in a timely manner.
• Process substitution pays and collect load sheets.
• Respond to change requests from the supervisor, chair, dean, VCAA, or other entities.
• Maintain open lines of communication with other departments.
• Perform other duties logically associated with the position as assigned.

Benefits

• Comprehensive vision care plan with low-cost exams and allowances for glasses or contact lenses.
• Employee Assistance Program with no-cost confidential counseling sessions, legal consultations, financial planning consultations, and other resources.
• Payroll-deduction access to pre-tax or post-tax retirement savings contributions for all employees.
• Fee remission for employees, spouses, and legal dependents.

What This Job Offers

• Job Type: Part-time
• Education Level: Associate degree