Administrative Assistant- School of Nursing

Ivy Tech Community College • Anderson, IN

2d

About The Position

This position provides comprehensive administrative, clerical, and operational support to the School of Nursing, including student services, compliance tracking, academic support functions, and assistance with Clinical Education Center (CEC) operations. The role requires strong organizational, technical, and customer service skills to support student success, faculty needs, and program effectiveness.

Requirements

• Associate degree required.
• Experience with general office procedures, including filing, data entry, and customer service.
• Proficiency in Microsoft Office (Word and Excel required).
• Strong organizational, communication, and multitasking skills.

Nice To Haves

• Experience in a higher education or healthcare setting.
• Familiarity with student information systems (Banner) and compliance tracking systems.
• Experience supporting simulation labs or technical learning environments.

Responsibilities

• Serves as receptionist for the School of Nursing; provides professional and courteous customer service to students, faculty, staff, and external partners.
• Prepares memorandums, correspondence, reports, and other documents as needed.
• Manages high-volume phone, email, and in-person communications; prioritizes and responds in a timely and professional manner.
• Distributes incoming and outgoing mail.
• Uses office equipment to copy, scan, and fax documents; coordinates maintenance and supply ordering for office machines.
• Coordinates shipping and receipt of materials (e.g., FedEx or other carriers).
• Reviews nursing applications and coordinates the student acceptance process, including communication and orientation preparation.
• Investigates and resolves student issues related to admissions, registration, and program progression.
• Registers students and processes enrollment changes, including adds, drops, withdrawals, schedule adjustments, and instructor changes.
• Assists with moving students to alternative courses when necessary.
• Confirms advisor assignments and updates as required.
• Maintains cohort tracking and student records for ASN and PN programs.
• Serves as liaison between students, faculty, and administrative offices to support student success.
• Assists with new student communications and orientation activities.
• Maintains student and faculty files (electronic and hard copy) in accordance with accreditation and program requirements.
• Monitors and tracks student compliance requirements, including health records, background checks, drug screens, and immunizations.
• Sends reminders and communications regarding compliance deadlines and deficiencies.
• Maintains spreadsheets and databases for compliance tracking and reporting.
• Verifies licensure and certification requirements for applicable programs.
• Processes and maintains data in College systems (e.g., Banner or other systems), including registrations, course updates, and program changes.
• Maintains and updates spreadsheets and databases related to enrollment, compliance, faculty records, and program operations.
• Assists with data collection, surveys, and reporting for accreditation and program evaluation.
• Enters and tracks testing results (e.g., NCLEX) in designated systems as required.
• Assists with setup, operation, and teardown of simulation activities, including preparation of equipment, mannequins, and supplies.
• Maintains functionality, organization, and readiness of the Clinical Education Center, equipment, and teaching spaces.
• Provides basic technical support for simulation equipment, software, and data capture systems; troubleshoots issues and escalates as needed.
• Collaborates with faculty to support simulation activities and ensure readiness of materials and environments.
• Assists Program Chairs and Dean with accreditation data collection and reporting.
• Maintains faculty records, including credentialing and required documentation.
• Assists with adjunct faculty onboarding, orientation, and tracking of required materials.
• Collects and compiles adjunct and overload contract information for submission to Human Resources.
• Maintains faculty gradebooks and attendance records as requested.
• Coordinates and supports School of Nursing events, including informational sessions, orientations, advisory board meetings, and campus visits.
• Prepares materials, schedules logistics, and assists with event setup and execution.
• Attends meetings (advisory committees, faculty meetings, student meetings) and records, transcribes, and distributes minutes.
• Assists with Clinical Education Center tours and outreach activities.
• Prepares purchase requisitions for supplies, equipment, food, and other program needs.
• Maintains appropriate inventory levels for office and instructional supplies.
• Assists with budget tracking and expense documentation.
• Facilitates ordering, receiving, unpacking, and distribution of supplies.
• Processes travel forms, work orders, and other institutional documentation.
• Learns and maintains proficiency in College systems and vendor software (e.g., ATI, CastleBranch, Xerox, and other platforms).
• Maintains working knowledge of emerging technologies related to simulation and administrative systems.
• Participates in training and professional development opportunities as approved.

Benefits

• Health & Wellness 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

What This Job Offers

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