Workforce and 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.

D emonstrated 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

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 Colleges Title IX Coordinator or to the US Department of Education Office of Civil Rights.

Key Skills

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Employment Type : Full-Time

Experience : years

Vacancy : 1