Administrative Assistant - Academic Affairs

The Administrative Assistant provides administrative and operational support to Academic Affairs leadership, Schools, and Programs. This position is responsible for coordinating purchasing, budget and records management, course scheduling and updates, contract tracking, reporting, and general office operations. The role serves as a primary point of contact for students, faculty, staff, and external stakeholders, requiring strong customer service, organization, attention to detail, and follow-through. The successful candidate will demonstrate sound judgment, professionalism, confidentiality, and the ability to manage multiple priorities while supporting the overall success of Academic Affairs.

RESPONSIBILITIES:  

• Demonstrate a strong customer service and/or student advocacy through a positive attitude of approachability, adaptability, strong problem-solving and desire to identify and support student success.
• Engage in behaviors that create an inclusive environment in which all people are valued and supported.
• Budgets/Records Management/Inventory Control: Participate in planning. Assist Academic Affairs Leadership in providing administrative oversight to all Schools and Programs functions; including various monetary budgets, especially the supplies and expenses portion; order and maintain necessary office and program supplies for School and Program employees; coordination of all School and Program purchases with Business Office personnel.
• Create, reconcile, and purchase item from Ivy Markets. Includes adding and removing vendors; working with internal and external stakeholders to address issues and concerns. Adequately track outstanding purchase items and communicate with stakeholders.
• Go beyond the easiest or surface answer for a student, or an internal or external customer, and get to the root cause of the problem, question or issue to solve it as quickly and professionally as possible.
• Direct all inquiries from students, staff and faculty appropriately, posting timely notifications of class cancellations and changes, sorting and distributing incoming mail and packages, communicating information in a timely fashion to students as needed.
• Maintaining and updating the voice mail list and contact lists for faculty.
• Handle incoming and outgoing communication. Take and distribute notes during meetings. The administrative assistant needs to attend to each one efficiently, professionally, and accurately in order to maintain excellent service and public relations.
• Updates faculty on department activities as needed.
• Build and adjust courses including rooms, instructor assignments, consumable fees, and any other pertinent information regarding course section building.
• Generate reports and distribute to stakeholders.
• Monitor status of courses and contracts in a timely manner and follow through until completion.
• Process substitution pays and collect load sheets.
• Respond to change request from supervisor, chair, dean, and VCAA, or other entities.
• Maintain open lines of communication with other departments.

The above duties are not to be construed as an exhaustive list. Other duties logically associated with the position may be assigned.

SUPERVISION RECEIVED: Director of Academic Affairs

SUPERVISION GIVEN: None

HIRING RANGE: $20.00-$23.00 an hour

QUALIFICATIONS:

• Associate degree in Office Administration or a related field, or an equivalent combination of education and experience.
• Ability to work efficiently and effectively in a fast-paced environment.
• Strong communication, organizational, and interpersonal skills, including patience, diplomacy, and the ability to maintain confidentiality.
• Proficiency in Microsoft Office applications, including Word, Excel, Access, PowerPoint, and Outlook.
• Strong attention to detail and accuracy.

Ivy Tech is committed to supporting the well-being, growth, and financial security of our part-time employees. These benefits include:

Health & Wellness

• Access to a comprehensive vision care 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

Financial & Retirement Benefits

• All employees can contribute pre-tax or post-tax dollars through payroll deduction to build retirement savings

Educational Benefits

• Fee remission for employees, spouses, and legal dependents.

For more information on Ivy Tech Benefits, visit https://careers.ivytech.edu/benefits.

Ivy Tech Community College is an accredited, equal opportunity/affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, ethnicity, national origin, marital status, religion, sex, gender, sexual orientation, gender identity, disability, age or veteran status. As required by Title IX of the Education Amendments of 1972, Ivy Tech Community College does not discriminate on the basis of sex, including sexual harassment in its educational programs and activities, including employment and admissions. Questions specific to Title IX may be referred to the College’s Title IX Coordinator or to the US Department of Education Office of Civil Rights.