PT Administrative Assistant for Academic Affairs

Ivy Tech Community College • Marion, IN

1d • $20 - $23

About The Position

The Administrative Assistant provides administrative and operational support to Academic Affairs leadership, Schools, and Programs. The role coordinates purchasing, budgets 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 customer service, organization, attention to detail, and follow-through. The position calls for sound judgment, professionalism, confidentiality, and the ability to manage multiple priorities while supporting Academic Affairs.

The role supports student success and an inclusive environment, handles communications and inquiries, and assists with purchasing, inventory, course and contract processes, and reporting. The position reports to the Director of Academic Affairs and has no supervisory responsibilities. The hiring range is $20.00–$23.00 per hour.

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, 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.

Responsibilities

• Provide strong customer service and student advocacy with an approachable, adaptable, problem-solving attitude focused on supporting student success.
• Engage in behaviors that create an inclusive environment where all people are valued and supported.
• Participate in budget planning and assist Academic Affairs leadership with administrative oversight of School and Program functions, including monetary budgets and supplies and expenses.
• Order and maintain office and program supplies and coordinate purchases with Business Office personnel.
• Create, reconcile, and purchase items from Ivy Markets; add and remove vendors; resolve issues with internal and external stakeholders; track outstanding purchases and communicate with stakeholders.
• Investigate the underlying cause of student, customer, and stakeholder questions or problems and resolve them promptly and professionally.
• Direct student, staff, and faculty inquiries appropriately; post timely class cancellation and change notifications; sort and distribute mail and packages; and communicate information to students as needed.
• Maintain and update faculty voicemail and contact lists.
• Handle incoming and outgoing communications and take and distribute meeting notes accurately and professionally.
• Update faculty on department activities as needed.
• Build and adjust courses, including rooms, instructor assignments, consumable fees, and other relevant section information.
• Generate reports and distribute them to stakeholders.
• Monitor courses and contracts and follow up on their status through completion.
• Process substitution pay and collect load sheets.
• Respond to change requests from a 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

• 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.
• Employees can contribute pre-tax or post-tax dollars through payroll deduction to build retirement savings.
• Fee remission for employees, spouses, and legal dependents.

What This Job Offers

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