Workforce & Development Administrative Assistant

General Purpose and Scope of Position The Workforce and Development Administrative Assistant provides comprehensive administrative, operational, and customer service support to both the Development/Foundation office and the Workforce & Career Services department. This position updates and maintains CRM and student/employer databases, processes gifts and acknowledgements, assists with departmental events and training programs, coordinates logistics, and ensures smooth daily operations. The role requires strong communication, professionalism, and attention to detail while supporting students, donors, employers, and campus partners. 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 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. At Ivy Tech, you'll be part of something bigger, where collaboration fuels innovation, learning is a shared journey, and meaningful goals become life-changing achievements. As Indiana's only full-fledged community college, we're deeply rooted in our mission to empower students, strengthen communities, and support one another every step of the way. No matter your role, you'll be valued, supported, and inspired because here, people come first. Our faculty and staff are united by purpose, driven by passion, and proud of the difference we make together. Join a team where your work matters. Discover your potential. Make your impact. Ivy Tech is the largest singly accredited community college system in the nation. Providing education across Indiana, we motivate and inspire students as they pursue their futures. To achieve this, it takes a community of over 6,500 employees in 75 locations. Competitive benefits and professional development programs The most advanced technologies in our classrooms and training facilities Collaborative and innovative culture with a focus on creativity and employee belonging Commitment to adapting to meet Indiana's workforce needs and fostering a sustainable, inclusive workplace