Administrative Assistant, School of Health Sciences

About this role

Salary Range: $47,000-$50,000 per year

This position provides comprehensive administrative, clerical, and operational support to the School of Health Sciences, including student services, compliance tracking, and academic support functions. The role requires strong organizational, technical, and customer service skills to support student success, faculty needs, and program effectiveness.

Major Responsibilities: Administrative & Office Support ·        Serves as receptionist for the School of Health Sciences; provides professional and courteous customer service to students, faculty, staff, and external partners. ·        Prepares memorandums, correspondence, reports, and other documents as needed. ·        Manages high-volume phone, email, and in-person communications; prioritizes and responds in a timely and professional manner. ·        Distributes incoming and outgoing mail. ·        Uses office equipment to copy, scan, and fax documents; coordinates maintenance and supply ordering for office machines. ·        Coordinates shipping and receipt of materials (e.g., FedEx or other carriers).

Student Services & Academic Support ·        Assists with new students. ·        Investigates and resolves student issues related to admissions, registration, and program progression. ·        Registers students and processes enrollment changes, including adds, drops, withdrawals, schedule adjustments, and instructor changes. ·        Assists with moving students to alternative courses when necessary. ·        Confirms advisor assignments and updates as required. ·        Maintains cohort tracking and student records for students in health sciences programs. ·        Serves as liaison between students, faculty, and administrative offices to support student success. ·        Assists with new student communications and orientation activities.

Compliance & Records Management ·        Maintains student and faculty files (electronic and hard copy) in accordance with accreditation and program requirements. ·        Monitors and tracks student compliance requirements, including health records, background checks, drug screens, and immunizations. ·        Sends reminders and communications regarding compliance deadlines and deficiencies. ·        Maintains spreadsheets and databases for compliance tracking and reporting. ·        Verifies licensure and certification requirements for applicable programs.

Systems & Data Management ·        Processes and maintains data in College systems (e.g., Banner or other systems), including registrations, course updates, and program changes. ·        Maintains and updates spreadsheets and databases related to enrollment, compliance, faculty records, and program operations. ·        Assists with data collection, surveys, and reporting for accreditation and program evaluation. ·        Enters and tracks certification/licensing testing results in designated systems as required.

Faculty & Program Support ·        Assists Program Chairs and Dean with accreditation data collection and reporting. ·        Maintains faculty records, including credentialing and required documentation. ·        Assists with adjunct faculty onboarding, orientation, and tracking of required materials. ·        Collects and compiles adjunct and overload contract information for submission to Human Resources. ·        Maintains faculty gradebooks and attendance records as requested.

Event & Meeting Coordination ·        Coordinates and supports School of Health Sciences events, including informational sessions, orientations, advisory board meetings, and campus visits. ·        Prepares materials, schedules logistics, and assists with event setup and execution. ·        Attends meetings (advisory committees, faculty meetings, student meetings) and records, transcribes, and distributes minutes. ·        Assists with student tours of health sciences labs and outreach activities.

Purchasing, Budget & Operations ·        Prepares purchase requisitions for supplies, equipment, food, and other program needs. ·        Maintains appropriate inventory levels for office and instructional supplies. ·        Assists with budget tracking and expense documentation. ·        Facilitates ordering, receiving, unpacking, and distribution of supplies. ·        Processes travel forms, work orders, and other institutional documentation.

Technology & Professional Development ·        Learns and maintains proficiency in College systems and vendor software (e.g., DISA/Comlio, Xerox, and other platforms). ·        Maintains working knowledge of emerging technologies related to administrative systems. ·        Participates in training and professional development opportunities as approved.

The above list is not to be construed as an exhaustive list. Other duties logically associated with the position may be assigned.

Minimum Qualifications • Associate degree required. • Experience with general office procedures, including filing, data entry, and customer service. • Proficiency in Microsoft Office (Word and Excel required). • Strong organizational, communication, and multitasking skills.

Preferred Qualifications • Experience in a higher education or healthcare setting. • Familiarity with student information systems (Banner) and compliance tracking systems. • Experience supporting simulation labs or technical learning environments.

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 resou

Similar jobs

• Administrative Assistant (Student) — American University · Main Campus (Washington, DC)
• Administrative Assistant - Academic — Luriechildrens · Streeterville, Chicago, IL
• Administrative Assistant - Student Affairs — Union College · Union College, Schenectady, NY
• Administrative Assistant Clinical & Academic — Luriechildrens · Lincoln Park, Chicago, IL
• Administrative Assistant for Academic Affairs — Ivy Tech Community College · Marion, IN
• Administrative Assistant — INK · Roswell, NM
• Administrative Assistant — Clayton Homes · Winfield, AL
• Administrative Assistant — ASM Global · Detroit, MI