Administrative Assistant

Who We Are :

We are a diverse open-access college that fuels Indiana’s economy through excellence in teaching and proactive engagement with industry and community partners, embedded in a culture of innovation that empowers all students to learn and succeed.

We are higher education at the speed of life!

Our Values :

• Empathy : We stand with our students, partners, and communities.
• Integrity : We treat all with dignity and respect.
• Accountability : We deliver on our commitments.
• Agility : We innovate, iterate, and transform.
• Connectivity : We connect with partners to strengthen communities and ensure student success for all.

The Position :

This position provides leadership, coordination, and comprehensive support in the management of the School of Health Science Office including the planning, maintaining, and evaluating of the overall operations and administrative functions of the office.

Information acquisition and synthesis, filing, administrative support and reporting electronically or verbally to applicants, students and other College personnel are the primary areas of responsibility.

Diplomatic and professional public relations are vital and central elements of this position

MAJOR RESPONSIBILITIES

• Demonstrate a strong in-person 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.
• 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.

Responsibilities :

Organize and manage the day-to-day activities of the School of Health Science Office assuring efficiency of the office operations;

coordinate communications; relieve the Dean, Department Chair and Faculty of administrative detail; establish and maintain a variety of records, logs and files related to office activities and operations.

Type a variety of materials such as reports, correspondence, forms, Certificates of Completion, requisitions and memoranda;

check reports, records and other data for accuracy, completeness and compliance with established standards.

• Assist Dean and Chairs in planning and carrying out special projects.
• Serve as Liaison to the academic administrative support team, faculty and staff.
• Maintain calendars, schedule and arrange appointments, meetings, conferences and travel accommodations as necessary. Schedule Information Sessions, reserve Auditorium and arrange preparation of materials required.
• Maintain records including collecting, tallying and completing data for the annual Systematic Plan of Evaluation, working with data from online School of Health Science program application database, preparing operational and historical reports and accurate record keeping.

Keep accurate and complete records for budgets, purchases orders, expenses and enrollment.

Review Online Program applications and prepare acceptance / denial letters as appropriate. Prepare materials required for new student orientations.

Track accepted applicants throughout their program and six months beyond using both written and phone surveys.

• Arrange for and send out notices of meetings; prepare agenda items and materials; attend meetings taking, transcribing and distributing minutes as needed.
• Respond to incoming requests for program information, respond to incoming e-mails when appropriate and forward e-mails to Dean, Department Chair and Faculty as appropriate.
• Prepare and process Adjunct Faculty contracts.
• Enter course data into appropriate database to build program courses.
• Supervise work study and part-time personnel.
• Order, receive, inventory, store and distribute office supplies and forms; operate a variety of office equipment
• Maintain professional appearance and behaviors to include punctuality, attendance and confidentiality. Maintain an orderly work area.

This is not to be construed as an exhaustive list. Other duties logically associated with this position may be assigned.

All responsibilities will be conducted within the parameters of the Family Educational Rights and Privacy Act (FERPA), other applicable regulatory requirements, and professional standards.

SUPERVISION RECEIVED : Dean of the School of Health Sciences

STARTING SALARY RANGE :

$35,000 - $36,000 / annually

$16.80 - $17.30 / hourly

CLASSIFICATION : N4

EDUCATION AND EXPERIENCE :

• High school Diploma or GED
• Strong interpersonal communication skills
• Excellent communication skills including spelling and grammar, advanced Microsoft Office knowledge to include proficiency in Word, Excel, PowerPoint, Outlook and Access
• Ability to work as a team member and to work under stress at times
• Able to process information quickly and accurately in light of known priorities
• Patience, diplomacy and confidentiality
• Excellent organizational skills
• A high level of computer proficiency (including Word, Excel, Access, Powerpoint, Outlook)
• Ability to work efficiently and effectively as a team member in a multi-tasking environment under potentially stressful conditions
• Ability to process verbal and numeric information accurately and quickly
• Ability to handle difficult situations to reach positive solutions
• Ability to work independently and on own initiative
• Ability to move around freely in an office environment, reach into filing cabinets and to lift and move up to 30 pounds

Must demonstrate ability to promote an inclusive environment that reflects the broad diversity and backgrounds represented by our students and employees and which every individual feels respected and valued.

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.