Administrative Assistant - School of Nursing

Ivy Tech Community College•Indianapolis, IN

7d•Onsite

About The Position

The Administrative Assistant supports the School of Nursing by coordinating office operations, ensuring efficient workflow, and providing high-quality administrative and customer service support. The role is central to maintaining accurate records, supporting faculty and leadership, and ensuring a professional, welcoming environment for students, staff, and visitors.

Requirements

High school diploma or GED or equivalent combination of education, training, and skills that demonstrate ability to perform the role.
Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Access).
Strong organizational and time management skills.
Ability to process information quickly, accurately, and with attention to detail.
Excellent written and verbal communication skills, including grammar and proofreading.
Ability to handle sensitive or challenging situations with diplomacy and tact.
Capability to work independently and collaboratively in a fast-paced, multitasking environment.
Comfort with lifting and moving up to 30 pounds and navigating an office setting.

Nice To Haves

Associate degree or higher in Office Administration, Business Administration, or related field.
Knowledge of office administration best practices in an academic or healthcare setting.
Experience with database systems, electronic records management, and course scheduling platforms.
Event coordination experience, including logistics and materials preparation.
Must demonstrate ability to promote an environment that reflects the broad backgrounds represented by our students and employees and which every individual feels respected and valued.

Responsibilities

Organizes and manages daily operations of the nursing office to ensure smooth, efficient functioning.
Maintains and updates records, databases, and logs to ensure accuracy and compliance.
Prepares reports, correspondence, requisitions, and meeting materials with a high level of accuracy and attention to detail.
Manages office supplies, inventory, and equipment to support uninterrupted operations.
Collects, compiles, and analyzes data for program evaluations and operational reporting.
Maintains accurate budget records, purchase orders, and expense tracking.
Reviews program applications, prepares decision letters, and tracks student progression through graduation and beyond.
Builds and updates program course data in relevant systems.
Serves as the first point of contact for program inquiries via phone, email, and in-person visits.
Communicates professionally with applicants, students, faculty, staff, and external stakeholders.
Creates and maintains professional, clear, and accurate written communications.
Demonstrates a proactive, student-centered approach to resolving questions and concerns.
Coordinates meetings, appointments, information sessions, and special projects.
Arranges logistics for events including location booking, material preparation, and technology setup.
Prepares agendas, takes minutes, and ensures follow-up on action items.
Provides administrative support to the Dean, Department Chair, and faculty.
Serves as liaison between the School of Nursing and internal administrative support teams.
Supervises and provides direction to work-study students and part-time personnel.
Maintains confidentiality in alignment with FERPA guidelines.
Demonstrates punctuality, reliability, and a professional demeanor.
Adheres to established policies, procedures, and compliance requirements.

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