Advising Administrative Assistant

The Administrative Assistant for the Academic Advising Center provides front-line support to students, faculty, and staff by managing inquiries, triaging student concerns, scheduling advising appointments, and connecting individuals with appropriate resources. This role also supports the daily operations of the advising center through calendar management, student record coordination, and collaboration with campus academic and student affairs staff to ensure efficient, student-centered services. This is an in person role based on the Evansville campus. Essential Responsibilities: Collaborate closely with the Director of the Academic Advising Center to support departmental initiatives, operations, and continuous improvement efforts within the Academic Advising Center. Provide front-line support as the initial point of contact for students, faculty, and staff by responding to phone, email, and in-person inquiries, triaging questions, and connecting individuals with appropriate resources and support services in a professional and welcoming manner. Greet visitors and students, clarify and answer general questions, and/or enter students into queuing system (IVY Q) to be seen by an Academic Advisor. Schedule advising appointments utilizing Ivy Connect (Salesforce), review student records in the Banner Student Information System, and manage advisor calendars to ensure efficient coordination of student services. Maintain and update advising caseloads by utilizing the institutional data warehouse to ensure accurate student/advisor assignments. Collaborate with campus administrative assistants to coordinate smooth handoffs of students to faculty advisors, ensuring timely and accurate support. Maintain overall accurate student records and assist with data entry, tracking, and reporting within institutional systems. Support daily operations of the Academic Advising Center, including document preparation, filing, inventory, supply ordering, and office organization. Keep accurate spreadsheet of supply & expense, professional development. Verifying spreadsheet coincides with the balance of the college. Submit work orders, maintenance and upkeep, helpdesk tickets for phone, computer and printer issues. Coordinate departmental events, storage room, oversee break room, set up, and clean up. Assist with student outreach efforts, reminders, and follow-up communications regarding appointments, deadlines, and campus resources. Collaborate with advising staff to ensure positive student experience and smooth workflow across the department. Maintain working knowledge of emergency/safety procedures as provided by supervisor. Be knowledgeable of the locations of the electronic and hard copy of procedures when applicable in order to deliver information as needed to customers. Uphold confidentiality of student information in accordance with institutional policies and FERPA guidelines. Hiring Range: This is an hourly role budgeted between $15.50 and $16.50 per hour. Work Hours: Typical business work hours, may be adjusted during peak times. Benefits: Full-time, benefits eligible position with no enrollment waiting period. Exceptional benefit offerings, including: Medical insurance, dental insurance, vision insurance, life insurance, spouse/child life insurance, long-term disability, short-term disability. Retirement Plan with 10% Employer contribution, no match necessary, with no waiting period. Paid time off: vacation, sick time, holidays, winter break between December 25th and January 1st, and more. Up to 47 paid days off per year. Free Ivy Tech tuition for employee, spouse and dependents. For those pursuing higher degrees, Tuition Reimbursement at other institutions. Opportunities for Professional Development. Eligible employer under the DOL Public Service loan forgiveness program. For more information on Ivy Tech Benefits visit https://careers.ivytech.edu/benefits Minimum Qualifications: Associate degree or equivalent work experience required. Proficiency in Windows environment with data entry required. Strong interpersonal communication skills. Ability to work independently. Preferred Qualifications: Experience in a higher education setting. 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 WorkLife 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 futurebecause 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 Colleges Title IX Coordinator or to the US Department of Education Office of Civil Rights. At Ivy Tech, youll be part of something bigger, where collaboration fuels innovation, learning is a shared journey, and meaningful goals become life-changing achievements. As Indianas only full-fledged community college, were deeply rooted in our mission to empower students, strengthen communities, and support one another every step of the way. No matter your role, youll 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