Administrative Assistant

Ivy Tech Community College•Madison, IN

6d•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. The 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 at the Plainfield Correctional Facility.

Requirements

High school diploma or GED required.
Administrative or data-entry support experience preferred.
Education or corrections experience preferred.

Nice To Haves

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

Responsibilities

Enter student information into InTERS, update records throughout enrollment, and correct and resolve 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 reporting requirements as directed.
Pre-test prospective students, record scores, and complete enrollment in ABE and/or CTE programs.
Conduct new student orientations or ensure instructors complete them; maintain student education files and prepare new student folders for instructors.
Schedule and proctor testing sessions when needed.
Submit Literacy, HSE, and CTE completion paperwork to IDOC and ensure completion status is appropriately entered and stored.
Communicate with the Site Manager, instructors, Case Managers, Classification staff, and Plainfield central office staff.
Send classification paperwork to Case Managers and Classification staff; notify the Plainfield office about new CTE classes, completions, and testing needs.
Submit printer and copier readings to Plainfield.
Complete purchase requests according to established processes and ensure they align with site and program budgets.
Maintain supply inventory and coordinate classroom material needs.
Review weekly referral lists from Delta, communicate with Case Managers about enrollment opportunities, and assist with student recruitment marketing.
Perform clerical work, including filing, copying, scanning, and email communications; maintain organized electronic and physical files.
Assist the 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.

Benefits

Multiple medical plan options paired with a Health Savings Account and employer contribution.
Dental plan with no-cost preventive services and orthodontia coverage.
Vision plan with low-cost exams and allowances for glasses or contact lenses.
Employee Assistance Program with confidential counseling, legal consultations, financial planning consultations, and other resources.
Wellness program with opportunities to earn $250 in Wellness Rewards.
Healthcare (limited purpose) and dependent-care Flexible Spending Accounts.
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.
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.
Discounts on gym memberships, transportation, and various retail services.