Sec IV/Senior Administrative Assistant

Ivy Tech Community College•Indianapolis, IN

10d•Onsite

About The Position

The Senior Administrative Assistant provides essential administrative and operational support to the Dean and School of Arts, Sciences, and Education. This role serves as the first point of contact for internal and external stakeholders, ensuring a seamless and professional experience. The position requires proactive coordination, excellent communication, and the ability to independently manage a variety of administrative processes.

Requirements

Bachelor’s degree with 1–3 years of relevant experience OR Associate degree or related industry certification plus 3–4 years of relevant experience.
Ability to work independently and manage complex scheduling and administrative tasks.
Strong verbal and written communication, organizational, and interpersonal skills.
High degree of computer literacy and comfort with learning new systems.
Ability to lift/move up to 30 lbs and maneuver within an office setting.
Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Banner, Tableau, and virtual communication platforms.
Customer-Centered Service: Demonstrates approachability, inclusiveness, and a solution-oriented mindset.
Organization & Multitasking: Manages multiple workflows efficiently while maintaining attention to detail.
Communication Excellence: Prepares clear written communications and demonstrates strong interpersonal skills.
Technical Proficiency: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Banner, Tableau, and virtual communication platforms.
Initiative & Independence: Self-manages workload and deadlines with minimal supervision.
Team Collaboration: Functions effectively as part of a diverse team while supporting shared goals.
Problem Solving: Demonstrates critical thinking and professionalism in resolving issues.

Nice To Haves

Experience working in a higher education or academic environment.
Proficiency in creating materials using Canva, Publisher, or similar platforms.
Must demonstrate ability to promote an environment that reflects the broad backgrounds represented by our students and employees, and in which every individual feels respected and valued.

Responsibilities

Serve as the front-facing representative of the school, greeting students, faculty, staff, and external visitors (e.g., vendors, publishers, college officials).
Provide responsive, solutions-oriented service that supports student and stakeholder success.
Monitor the School’s shared email inbox and respond or route inquiries appropriately.
Handle incoming calls and direct them to the correct personnel.
Provide sole administrative support to the School and assist the Dean with day-to-day functions.
Coordinate the Dean’s calendar and scheduling of meetings.
Track office cycles and proactively complete routine tasks to ensure continuity.
Manage event planning logistics including room reservations, IT/facilities tickets, catering, and speaker coordination.
Support onboarding, office transitions, and space coordination for faculty and staff.
Oversee class cancellations and communicate updates via signage or electronic methods.
Delegate and supervise tasks assigned to student workers.
Submit ESM orders for school materials and coordinate with new vendors to complete onboarding paperwork.
Track School budget activity, including Perkins funding requests, and support fiscal accountability.
Maintain records, meeting minutes, correspondence, and divisional data.
Access and generate reports using systems such as Banner, Tableau, and Microsoft Office Suite.
Track departmental assets including copier and printer maintenance.
Draft, proofread, and format emails, internal communications, and marketing materials.
Create event flyers and visual communications using tools such as Canva or Publisher.
Disseminate timely updates and reminders to faculty regarding key activities (e.g., loading sheets, office hours).
Maintain discretion and confidentiality with sensitive information.
Schedule, attend, and take minutes at school and department meetings.
Manage follow-up actions and ensure timely communication of updates.
Plan and support school events such as Dean’s List receptions and faculty retreats.

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