Administrative Assistant for Academic Affairs

Administrative AssistantProvides administrative support to Academic Affairs, Schools, and Programs by coordinating daily operations, purchasing, budgets, course scheduling, records, communications, and faculty support. Serves as a key resource for students, faculty, staff, and other stakeholders while ensuring timely and accurate completion of administrative processes. Salary: $43,888 annuallyResponsibilities: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 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.Minimum QualificationsAssociate degree in Office Administration, a related field, or the applicable program field.Three years of related work experience.High level of computer proficiency, including Microsoft Word, Excel, Access, PowerPoint, and Outlook.Excellent communication, organizational, and interpersonal skills.Ability to work efficiently and effectively.Ability to maintain confidentiality and demonstrate patience and diplomacy.Strong attention to detail.Valid driver's license.Preferred QualificationsBachelor's degree in Office Administration, Business Administration, a related field, or the applicable program field.Experience working in a higher education or academic environment.BenefitsIvy Tech is committed to supporting the well-being, growth, and financial security of our full-time faculty and staff. Our comprehensive benefits package includes:Health & WellnessMultiple medical plan options paired with a Health Savings Account with a generous employer contributionDental plan with no-cost preventive services and coverage for orthodontiaVision plan with low-cost exams and allowances for glasses or contact lensesEmployee Assistance Program offering no-cost confidential counseling sessions, legal consultations, financial planning consultations, and other resourcesWellness program with opportunities to earn $250 in Wellness RewardsFlexible Spending Accounts for healthcare (limited purpose) and dependent careRetirement & Financial Security10% employer retirement contribution, fully vested after two yearsBasic life insurance equal to annual salary paid by the College, with optional supplemental coverageShort-term and long-term disability benefitsEducational BenefitsFee remission for employees, spouses, and dependent childrenTuition assistance for undergraduate, graduate, and doctoral programsPaid professional development opportunitiesWork?Life BalanceGenerous paid time off, including vacation, sick leave, holidays, and winter recessFlexible work arrangements where availablePaid childbirth recovery leave (8 weeks)Paid parental leave (4 weeks)Additional PerksEligibility for Public Service Loan ForgivenessAdditional discounts on gym memberships, transportation, and various retail servicesIvy Tech is proud to offer benefits that support your health, your family, and your future—because when our employees thrive, our students and communities thrive too. For more information on Ivy Tech Benefits, visit Employees who re-hire with the College within 180 days of leaving a full-time position with the College may be eligible for additional benefits depending on their bridged seniority date.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.