What are the responsibilities and job description for the Administrative Assistant - TRIO position at Ivy Tech Community College?
ORGANIZATIONAL RELATIONSHIP
Reports to the Director of Student Support Services.
BASIC FUNCTION
Provides direct administrative support to the Student Support Services Program by scheduling appointments, handling correspondence with students, developing correspondence through a variety of media for communicating with internal and external publics, and assisting with tracking of expenses.
Responsibilities
This is a 100% grant-funded position with an anticipated grant end date of August 31, 2025. Although the grant is expected to end on that date, sometimes additional funding can be obtained to extend a grant beyond the end date. If that would occur, your employment under the grant might also be extended. However, you should be aware that your employment as a staff employee of Ivy Tech Community College is considered to be at will and may be terminated by you or the College at any time regardless of the end date of the grant.
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.
Reports to the Director of Student Support Services.
BASIC FUNCTION
Provides direct administrative support to the Student Support Services Program by scheduling appointments, handling correspondence with students, developing correspondence through a variety of media for communicating with internal and external publics, and assisting with tracking of expenses.
Responsibilities
- Present a professional, helpful atmosphere and positive attitude for SSS students, staff, visitors and callers.
- Provide customer service by greeting students and visitors, answering incoming calls, and directing as needed and/or providing appropriate information and successful resolution of routine administrative issues relative to SSS.
- Provide administrative support to the SSS Director and generally to the program, including the maintenance of calendars, collection and compilation of data, preparation of correspondence and other materials, operation of standard office equipment (copier/fax machine/scanner), supply ordering and inventory, as well as the processing of requisitions, invoices and other requests.
- Track program expenditures and maintain budgets using Excel.
- Maintain up-to-date knowledge of college procedures and regulations as they pertain to college policies and daily grant operations.
- Maintain student records, update participant files and information as needed, as well as assist with necessary tracking using StudentAccess (data management system).
- Support SSS Director with the grant's federal annual performance review (APR).
- Coordinate travel and all travel related arrangements (accommodations, conference registrations, etc.) for staff and participating students.
- Support the Director in monitoring and updating the inventory of all program assets (i.e.: computers, printers, software, textbooks, test materials, etc.).
- Handle routine tasks pertaining to the successful execution of the program, including submitting work orders, obtaining hospitality items and setting up as needed.
- Assist with the supervision of volunteers and work study students.
- Work in collaboration as a member of the Focused Team and the Division of Student Success.
- Exhibit sensitivity toward SSS participants while honoring the confidentiality and privacy of student records, as well as sensitive information.
- Provide service excellence through courteous, informed, accessible and professional engagement.
- Perform other duties as assigned.
- Associate degree and three years of experience, or five years of secretarial experience without a degree.
- Excellent human relations, organizational and independent work skills required.
- Clear and concise written communication skills and good proofreading skills required.
- Proficient computer skills and knowledge of Microsoft applications including Word, Publisher, Excel and PowerPoint required.
- The ideal candidate will possess a strong commitment to academic success for educationally disadvantaged youth.
This is a 100% grant-funded position with an anticipated grant end date of August 31, 2025. Although the grant is expected to end on that date, sometimes additional funding can be obtained to extend a grant beyond the end date. If that would occur, your employment under the grant might also be extended. However, you should be aware that your employment as a staff employee of Ivy Tech Community College is considered to be at will and may be terminated by you or the College at any time regardless of the end date of the grant.
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.
