Student Affairs Administrative Assistant

Ivy Tech Community College•Kokomo, IN

19h•Onsite

About The Position

Provides administrative support services for the Office of Student Affairs. Serves as primary admin support staff for the Offices of Academic Advising, the Vice Chancellor for Student Affairs, and Student Resources. Provides high-level administrative, organizational, and operational support to the Vice Chancellor for Student Affairs, Director of Advising and Disability Services, Academic Advisors, and Director of Student Resources. This position serves as a central administrative resource for the Student Affairs division and contributes to the effective, efficient, and student-centered operation of the division. The Administrative Assistant manages schedules, communications, records, meetings, purchasing, correspondence, reporting, and other administrative functions while maintaining a high level of professionalism, confidentiality, accuracy, and customer service. The position regularly interacts with students, families, faculty, staff, administrators, community partners, and other stakeholders and serves as an important first point of contact for the Student Affairs division.

Requirements

Associate degree and/or three years of relevant work experience required.
Must be able to handle confidential information with discretion and maturity.
Must have the ability to communicate effectively orally, in writing, in person, and by telephone.
Strong communication and organizational skills.
Strong customer service and interpersonal skills.
Operational knowledge of Microsoft applications (Word, Excel, Outlook, PowerPoint)
Ability to promote an inclusive environment that reflects the broad diversity and backgrounds represented by our students and employees and in which every individual feels respected and valued.
Conduct all activities within the established guidelines of the Family Educational Rights and Privacy Act (FERPA)

Nice To Haves

Bachelor's degree.
Experience in higher education, student affairs, enrollment, advising, or student services.
Experience using Banner, Ivy Connect, IvyQ, EdSights, or similar student information systems.
Experience providing frontline student support and referral services.

Responsibilities

Performs administrative office and clerical functions related to the Office of Student Affairs.
Submits work orders to ensure maintenance and upkeep of shared office equipment and office spaces; submits helpdesk tickets for technology issues
Makes travel arrangements, prepares pre-authorizations and reimbursements, submits purchase requests and other expense or reimbursement requests for staff.
Serves as the primary administrative support staff and provides office support for the identified student affairs offices.
Creates correspondence, reports, and other documents as requested. Proofreads for accuracy and produces final copy for distribution.
Distributes materials to staff as needed.
Processes incoming/outgoing mail.
Maintains inventories of office supplies and places orders for replacements when needed.
Serves as the administrative support expert for college and campus-supported technology systems (e.g., Banner, EdSights, Ivy Connect) to manage appointments, prepare documents, and other forms of communication as requested.
Serves as one of the campus’s data leads, providing administrative support in accessing and assisting others in accessing data through the College’s data management system (i.e., Ivy Analytics)
Maintains EdSights Admit and Retain platforms; shares opportunities for follow-up with team members as necessary based on students’ responses, manages custom campaigns, track actions taken, etc.
Coordinates on-campus visits for external partners, including community-based resource partners, four-year partners, and others who collaborate with members of the student affairs leadership team
Processes students’ disability documents by uploading them into the College’s accommodation tracking system
Monitors the Academic Advising and Disability Support Services email boxes and takes action on emails as needed
Monitors the accommodations tracking system for new requests and take steps
Assists with maintaining calendars for academic advisors: schedules students for appointments with academic advisors and disability services team members, confirms appointments, updates appointments as needed, creates schedule blocks, etc.
Updates academic advisor assignments as needed
Creates and coordinates calendars and schedules for group registrations, events, classroom registrations/visits, etc.
Serves as primary backup support for the Enrollment Center; specifically to cover scheduled vacations, unplanned absences, and daily lunch
Maintains working knowledge of the phone system and answers calls at needed intervals which may be early morning 8-9 a.m., to cover lunch from 12-1 p.m., or as necessary to ensure coverage.
Handles calls appropriately by routing them to another department or person, putting students into IvyQ, or providing requested information to the caller.
Uses the College’s visit tracking system to put students in queue for Academic Advising, Enrollment Center, and Financial Aid
Provides direction, support, and instructions for students/visitors to the campus; maintains a working knowledge of College departments, campus services, staff and faculty office locations, etc.
Maintains knowledge of safety/emergency procedures
Maintains working knowledge of admissions, enrollment, financial aid, registrar, orientation, assessment, student resources, and business office functions
Monitors the Ivy Cares and Kokomo You Belong email boxes; responds to students as needed.
Provides administrative support, including responding to students via phone or email, in the processing of Ivy Cares Emergency Aid requests
Provides support in maintaining the Giving Shelf on the Kokomo campus
Provides administrative support for events, including student/participant outreach, scheduling, tracking participation, sending follow-up information, etc.
Other duties logically associated with this position may be assigned

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