Sec IV/Senior Administrative Assistant at Ivy Tech… · Indianapo…

Job Title: Sec IV/Senior Administrative Assistant
Location: Downtown Indianapolis Campus
Job Type: Full-time
Classification: N-5
Salary Range: $20.00/hourly
Reports To: Dean, Professor School of Arts, Science and Education
Supervision Given: Work Study personnel reporting to School of ASE

Who We Are:
We are an 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.

About the Role:
The Senior Administrative Assistant provides essential administrative and operational support to the Dean and School of Arts, Sciences, and Education. This role serves as the first point of contact for internal and external stakeholders, ensuring a seamless and professional experience. The position requires proactive coordination, excellent communication, and the ability to independently manage a variety of administrative processes.

***RESUME AND COVER LETTER REQUIRED FOR CONSIDERATION***

Required Skills & Core Competencies:

• Customer-Centered Service: Demonstrates approachability, inclusiveness, and a solution-oriented mindset.
• Organization & Multitasking: Manages multiple workflows efficiently while maintaining attention to detail.
• Communication Excellence: Prepares clear written communications and demonstrates strong interpersonal skills.
• Technical Proficiency: Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Banner, Tableau, and virtual communication platforms.
• Initiative & Independence: Self-manages workload and deadlines with minimal supervision.
• Team Collaboration: Functions effectively as part of a diverse team while supporting shared goals.
• Problem Solving: Demonstrates critical thinking and professionalism in resolving issues.

Key Responsibilities:

The following 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.

Customer Service & Front Office Leadership

• Serve as the front-facing representative of the school, greeting students, faculty, staff, and external visitors (e.g., vendors, publishers, college officials).
• Provide responsive, solutions-oriented service that supports student and stakeholder success.
• Monitor the School’s shared email inbox and respond or route inquiries appropriately.
• Handle incoming calls and direct them to the correct personnel.

 Administrative Operations & Office Coordination

• Provide sole administrative support to the School and assist the Dean with day-to-day functions.
• Coordinate the Dean’s calendar and scheduling of meetings.
• Track office cycles and proactively complete routine tasks to ensure continuity.
• Manage event planning logistics including room reservations, IT/facilities tickets, catering, and speaker coordination.
• Support onboarding, office transitions, and space coordination for faculty and staff.
• Oversee class cancellations and communicate updates via signage or electronic methods.
• Delegate and supervise tasks assigned to student workers.

Purchasing & Budget Monitoring

• Submit orders for school materials and coordinate with new vendors to complete onboarding paperwork.
• Track School budget activity, including Perkins funding requests, and support fiscal accountability.

Data Management & Reporting

• Maintain records, meeting minutes, correspondence, and divisional data.
• Access and generate reports using systems such as Banner, Tableau, and Microsoft Office Suite.
• Track departmental assets.

Communications & Content Development

• Draft, proofread, and format emails, internal communications, and marketing materials.
• Create event flyers and visual communications using tools such as Canva or Publisher.
• Disseminate timely updates and reminders to faculty regarding key activities (e.g., loading sheets, office hours).
• Maintain discretion and confidentiality with sensitive information.

Meeting & Event Coordination

• Schedule, attend, and take minutes at school and department meetings.
• Manage follow-up actions and ensure timely communication of updates.
• Plan and support school events such as Dean’s List receptions and faculty retreats.

Education and Experiences:

• Bachelor’s degree with 1–3 years of relevant experience OR
• Associate degree or related industry certification plus 3–4 years of relevant experience.
• Ability to work independently and manage complex scheduling and administrative tasks.
• Strong verbal and written communication, organizational, and interpersonal skills.
• High degree of computer literacy and comfort with learning new systems.
• Ability to lift/move up to 30 lbs and maneuver within an office setting.

Preferred Qualifications:

• Experience working in a higher education or academic environment.
• Proficiency in creating materials using Canva, Publisher, or similar platforms.

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

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 https://careers.ivytech.edu/benefits.

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.