Advising Administrative Assistant

Ivy Tech Community College•Evansville, IN

3d•$16 - $17•Onsite

About The Position

The Administrative Assistant for the Academic Advising Center provides front-line support to students, faculty, and staff by managing inquiries, triaging student concerns, scheduling advising appointments, and connecting individuals with appropriate resources. This role also supports the daily operations of the advising center through calendar management, student record coordination, and collaboration with campus academic and student affairs staff to ensure efficient, student-centered services. This is an in person role based on the Evansville campus. Essential Responsibilities: Collaborate closely with the Director of the Academic Advising Center to support departmental initiatives, operations, and continuous improvement efforts within the Academic Advising Center. Provide front-line support as the initial point of contact for students, faculty, and staff by responding to phone, email, and in-person inquiries, triaging questions, and connecting individuals with appropriate resources and support services in a professional and welcoming manner. Greet visitors and students, clarify and answer general questions, and/or enter students into queuing system (IVY Q) to be seen by an Academic Advisor. Schedule advising appointments utilizing Ivy Connect (Salesforce), review student records in the Banner Student Information System, and manage advisor calendars to ensure efficient coordination of student services. Maintain and update advising caseloads by utilizing the institutional data warehouse to ensure accurate student/advisor assignments. Collaborate with campus administrative assistants to coordinate smooth handoffs of students to faculty advisors, ensuring timely and accurate support. Maintain overall accurate student records and assist with data entry, tracking, and reporting within institutional systems. Support daily operations of the Academic Advising Center, including document preparation, filing, inventory, supply ordering, and office organization. Keep accurate spreadsheet of supply & expense, professional development. Verifying spreadsheet coincides with the balance of the college. Submit work orders, maintenance and upkeep, helpdesk tickets for phone, computer and printer issues. Coordinate departmental events, storage room, oversee break room, set up, and clean up. Assist with student outreach efforts, reminders, and follow-up communications regarding appointments, deadlines, and campus resources. Collaborate with advising staff to ensure positive student experience and smooth workflow across the department. Maintain working knowledge of emergency/safety procedures as provided by supervisor. Be knowledgeable of the locations of the electronic and hard copy of procedures when applicable in order to deliver information as needed to customers. Uphold confidentiality of student information in accordance with institutional policies and FERPA guidelines.

Requirements

Associate degree or equivalent work experience required.
Proficiency in Windows environment with data entry required.
Strong interpersonal communication skills.
Ability to work independently.

Nice To Haves

Experience in a higher education setting.

Responsibilities

Collaborate closely with the Director of the Academic Advising Center to support departmental initiatives, operations, and continuous improvement efforts within the Academic Advising Center.
Provide front-line support as the initial point of contact for students, faculty, and staff by responding to phone, email, and in-person inquiries, triaging questions, and connecting individuals with appropriate resources and support services in a professional and welcoming manner.
Greet visitors and students, clarify and answer general questions, and/or enter students into queuing system (IVY Q) to be seen by an Academic Advisor.
Schedule advising appointments utilizing Ivy Connect (Salesforce), review student records in the Banner Student Information System, and manage advisor calendars to ensure efficient coordination of student services.
Maintain and update advising caseloads by utilizing the institutional data warehouse to ensure accurate student/advisor assignments.
Collaborate with campus administrative assistants to coordinate smooth handoffs of students to faculty advisors, ensuring timely and accurate support.
Maintain overall accurate student records and assist with data entry, tracking, and reporting within institutional systems.
Support daily operations of the Academic Advising Center, including document preparation, filing, inventory, supply ordering, and office organization.
Keep accurate spreadsheet of supply & expense, professional development.
Verifying spreadsheet coincides with the balance of the college.
Submit work orders, maintenance and upkeep, helpdesk tickets for phone, computer and printer issues.
Coordinate departmental events, storage room, oversee break room, set up, and clean up.
Assist with student outreach efforts, reminders, and follow-up communications regarding appointments, deadlines, and campus resources.
Collaborate with advising staff to ensure positive student experience and smooth workflow across the department.
Maintain working knowledge of emergency/safety procedures as provided by supervisor.
Be knowledgeable of the locations of the electronic and hard copy of procedures when applicable in order to deliver information as needed to customers.
Uphold confidentiality of student information in accordance with institutional policies and FERPA guidelines.

Benefits

Full-time, benefits eligible position with no enrollment waiting period.
Exceptional benefit offerings, including: Medical insurance, dental insurance, vision insurance, life insurance, spouse/child life insurance, long-term disability, short-term disability.
Retirement Plan with 10% Employer contribution, no match necessary, with no waiting period.
Paid time off: vacation, sick time, holidays, winter break between December 25th and January 1st, and more.
Up to 47 paid days off per year.
Free Ivy Tech tuition for employee, spouse and dependents.
For those pursuing higher degrees, Tuition Reimbursement at other institutions.
Opportunities for Professional Development.
Eligible employer under the DOL Public Service loan forgiveness program.
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
Retirement & Financial Security 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
Educational Benefits Fee remission for employees, spouses, and dependent children
Tuition assistance for undergraduate, graduate, and doctoral programs
Paid professional development opportunities
Work‑Life Balance 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)
Additional Perks Eligibility for Public Service Loan Forgiveness
Additional discounts on gym memberships, transportation, and various retail services