Workforce & Development Administrative Assistant

Major Responsibilities

• Demonstrate a strong customer service and student advocacy mindset characterized by approachability adaptability professionalism and commitment to problem-solving.
• Create an inclusive environment where all individuals feel valued and supported.
• Go beyond surface-level answers to identify root causes of issues and resolve questions efficiently and respectfully.
• Provide accurate and timely data entry of constituent records in the statewide Foundation CRM database including data input cleanup reporting and analysis.
• Process gifts and gift acknowledgements in a timely and accurate manner.
• Assist with marketing communications mailings and general departmental outreach. Support planning and implementation of Development/Foundation special events.
• Maintain confidentiality and follow all FERPA and Foundation guidelines.
• Serve as the main point of contact for the office including receptionist duties answering phones greeting visitors and monitoring the department email inbox.
• Schedule rooms AV equipment resources and support logistics for training programs and departmental events.
• Coordinate room set-up and tear-down for classes meetings and events.
• Prepare distribute and maintain class materials contracts and departmental correspondence.
• Maintain accurate files and records in compliance with policy and audit standards.
• Support registration billing purchasing and related processes through the Business Office Registrar and other internal systems.
• Input and manage student/employer data in systems such as Salesforce Banner and other platforms used by the department.
• Generate routine and custom reports using Salesforce Lightcast and additional tools as needed.
• Track grades certifications attendance and participation records.
• Maintain supply inventory and ensure classrooms and training areas are ready for instruction.
• Support adjunct faculty trainers and department team members.
• Assist with departmental tasks community engagement activities and events.
• Complete errands or office-related tasks as needed.

• Represent the college and departments professionally in all interactions.
• Perform other duties logically associated with the role as assigned.
• Maintain compliance with college policies FERPA and confidentiality requirements.

Required Qualifications

• High school diploma or GED.
• Proficiency in Microsoft Office applications (Word Excel Outlook).
• Strong oral and written communication abilities.
• Excellent organizational skills with attention to detail and follow-through.
• Ability to prioritize manage multiple tasks and work independently or as part of a team.
• Strong interpersonal skills and a professional image.
• Demonstrated ability to maintain confidentiality.
• Customer service orientation and ability to work effectively with diverse populations.
• Technological proficiency and willingness to learn new systems.
• Experience in a nonprofit higher education or professional office environment preferred
• Experience with CRM systems Salesforce Banner or similar databases
• Some travel may be required

Reporting Structure

This position reports to the Vice Chancellor of Workforce & Development.

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

WorkLife 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 futurebecause 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 Colleges Title IX Coordinator or to the US Department of Education Office of Civil Rights.