What are the responsibilities and job description for the Workforce and Development Administrative Assistant position at Ivy Tech Community College and Careers?
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.
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 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.