Administrative Assistant - School of Nursing

Job Title: Administrative Assistant – School of Nursing
Location: Indianapolis Campus
Job Type: Full-time
Classification: N-4
Salary Range: $15.00 - $21.00 hourly (Based on experience)
Reports To: Dean, School of Nursing

Who We Are:

Ivy Tech is Indiana’s community college and workforce engine, delivering: high-quality learning experiences that propel Indiana’s communities, measurable economic return, excellence in teaching, and industry-aligned credentials of value, empowering every learner to achieve lifelong success

Our Values:

•Empathy - We lead with care and connectivity, ensuring we meet our students where they are.
•Integrity - We act responsibly and ethically in the best interest of our students, employees, partners, institution, and the State.
•Agility - We move with purpose and adapt to the evolving needs of our students, employers, and the State.
•Impact - We exist to change lives through quality education.

About the Role:

The Administrative Assistant supports the School of Nursing by coordinating office operations, ensuring efficient workflow, and providing high-quality administrative and customer service support. The role is central to maintaining accurate records, supporting faculty and leadership, and ensuring a professional, welcoming environment for students, staff, and visitors.

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.

Administrative Coordination

• Organizes and manages daily operations of the nursing office to ensure smooth, efficient functioning.
• Maintains and updates records, databases, and logs to ensure accuracy and compliance.
• Prepares reports, correspondence, requisitions, and meeting materials with a high level of accuracy and attention to detail.
• Manages office supplies, inventory, and equipment to support uninterrupted operations.

Data & Information Management

• Collects, compiles, and analyzes data for program evaluations and operational reporting.
• Maintains accurate budget records, purchase orders, and expense tracking.
• Reviews program applications, prepares decision letters, and tracks student progression through graduation and beyond.
• Builds and updates program course data in relevant systems.

Communication & Customer Service

• Serves as the first point of contact for program inquiries via phone, email, and in-person visits.
• Communicates professionally with applicants, students, faculty, staff, and external stakeholders.
• Creates and maintains professional, clear, and accurate written communications.
• Demonstrates a proactive, student-centered approach to resolving questions and concerns

Event & Schedule Management

• Coordinates meetings, appointments, information sessions, and special projects.
• Arranges logistics for events including location booking, material preparation, and technology setup.
• Prepares agendas, takes minutes, and ensures follow-up on action items.

Collaboration & Team Support

• Provides administrative support to the Dean, Department Chair, and faculty.
• Serves as liaison between the School of Nursing and internal administrative support teams.
• Supervises and provides direction to work-study students and part-time personnel.

Professionalism & Compliance

• Maintains confidentiality in alignment with FERPA guidelines.
• Demonstrates punctuality, reliability, and a professional demeanor.
• Adheres to established policies, procedures, and compliance requirements.

Education & Experience:

Education:

High school diploma or GED or equivalent combination of education, training, and skills that demonstrate ability to perform the role.

• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, Access).

• Strong organizational and time management skills.

• Ability to process information quickly, accurately, and with attention to detail.

• Excellent written and verbal communication skills, including grammar and proofreading.

• Ability to handle sensitive or challenging situations with diplomacy and tact.

• Capability to work independently and collaboratively in a fast-paced, multitasking environment

• Comfort with lifting and moving up to 30 pounds and navigating an office setting.

Preferred Education and Experience:

• Associate degree or higher in Office Administration, Business Administration, or related field.

• Knowledge of office administration best practices in an academic or healthcare setting.

• Experience with database systems, electronic records management, and course scheduling platforms.

• Event coordination experience, including logistics and materials preparation.

Must demonstrate ability to promote an environment that reflects the broad backgrounds represented by our students and employees and 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.