Academic Affairs Support Specialist

In addition to providing operational oversight and administrative support for assigned academic schools, the Academic Affairs Support Specialist will support deans and program chairs in retention and completion initiatives. Responsibilities will encompass a wide range of tasks, including communication with faculty members, program development, scheduling, budget management, and implementation of institutional policies and the supervision of the day-to-day operations of the schools. This position will help facilitate seamless collaboration between all areas of campus. The Academic Affairs Support Specialist will meet monthly with the Business Office and Human Resources to ensure accuracy and consistency of reporting, records, and academic processes are maintained. Salary Range: $45,000 - $50,000 (based on education and experience) Primary Responsibilities: Assist both full-time and adjunct instructors in accessing materials and resources. Assist in procuring relevant items for programs and maintain records consistent with College and program accreditation standards. Provide general administrative support for assigned academic schools. Complete course building within College platforms for each academic term. Make ongoing updates or changes as requested from program chairs and/or deans. Update completion guides as needed. Assist deans in reviewing course syllabi according to institutional and statewide curriculum committee standards. Assist program chairs with Advisory Board meetings, ensuring compliance with standards and implementing feedback. Reserve space and submit facilities requests for events hosted by academic programs. Ensure events are added to campus calendar. Coordinate student outreach and engagement to assist in facilitation of student retention and completion. Assist in event management for orientation and engagement activities. Maintain presence day of events for hands-on support. Assist in scheduling in-class advising sessions. Generate and send encouragements, dean’s list acknowledgements, and other relevant communication to students on behalf of assigned deans. Assist in direct communication with students in assigned programs to schedule advising or refer to campus-based support services. Generate reports on campus platforms as requested. Collect, track, and maintain required accreditation documentation such as syllabi, block schedules, and relevant student records. Assist in procurement needs for certification exams and materials. Create and send faculty kudos and achievement acknowledgements to faculty on behalf dean or Assistant Vice Chancellor for Academic Affairs. Assist deans and program chairs with managing and maintaining individual school and program budgets, with basic knowledge of accounting and purchasing standards. Maintain compliance with College purchasing policies through procurement card utilization. Ensure faculty workrooms and classrooms are stocked with necessary supplies. Coordinate with IT and Facilities to ensure classrooms are maintained and ready for the start of each academic term. Attend department, committee, and relevant faculty or campus meetings. Assist in school onboarding of new faculty and staff; collaborate with hiring managers and Human Resources to ensure the completion of all necessary training for new employees. Conduct all activities within the established guidelines of the Family Educational Rights and Privacy Act (FERPA). The above list of duties is not to be construed as an exhaustive list. Other duties logically associated with the position may be assigned. Minimum Qualifications: Associate’s degree required, bachelor’s degree preferred, with two years of related experience or training. Demonstrated competence with Microsoft Office Suite. Must have excellent oral and written communication skills. Basic knowledge of accounting, purchasing and invoicing standards. Must be detail oriented and conscientious. Must be able to maintain confidentiality. Proudly named a Louisville Business First's 2025 and 2026 Best Places to Work - Ivy Tech Community College, Sellersburg. Ivy 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 & 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 Ivy 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 Note: 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. At Ivy Tech, you’ll be part of something bigger, where collaboration fuels innovation, learning is a shared journey, and meaningful goals become life-changing achievements. As Indiana’s only full-fledged community college, we’re deeply rooted in our mission to empower students, strengthen communities, and support one another every step of the way. No matter your role, you’ll be valued, supported, and inspired because here, people come first. Our faculty and staff are united by purpose, driven by passion, and proud of the difference we make together. Join a team where your work matters. Discover your potential. Make your impact. Ivy Tech is the largest singly accredited community college system in the nation. Providing education across Indiana, we motivate and inspire students as they pursue their futures. To achieve this, it takes a community of over 6,500 employees in 75 locations. Competitive benefits and professional development programs The most advanced technologies in our classrooms and training facilities Collaborative and innovative culture with a focus on creativity and employee belonging Commitment to adapting to meet Indiana's workforce needs and fostering a sustainable, inclusive workplace