Administrative Assistant- School of Nursing

This position provides comprehensive administrative, clerical, and operational support to the School of Nursing, including student services, compliance tracking, academic support functions, and assistance with Clinical Education Center (CEC) operations. 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 Nursing; 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

• Reviews nursing applications and coordinates the student acceptance process, including communication and orientation preparation.
• 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 ASN and PN 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 testing results (e.g., NCLEX) in designated systems as required.

Clinical Education Center (CEC) & Simulation Support

• Assists with setup, operation, and teardown of simulation activities, including preparation of equipment, mannequins, and supplies.
• Maintains functionality, organization, and readiness of the Clinical Education Center, equipment, and teaching spaces.
• Provides basic technical support for simulation equipment, software, and data capture systems; troubleshoots issues and escalates as needed.
• Collaborates with faculty to support simulation activities and ensure readiness of materials and environments.

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 Nursing 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 Clinical Education Center tours 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., ATI, CastleBranch, Xerox, and other platforms).
• Maintains working knowledge of emerging technologies related to simulation and 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 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.