Administrative Assistant

General Purpose And Scope Of The Position

The Site Administrative Assistant supports the operational, data, and compliance functions of Ivy Tech Correctional Education programming at an assigned Indiana Department of Correction facility. This role ensures accurate student records, timely submission of required documentation, effective internal and external communication, and daily administrative support to ABE and CTE instructional teams. This is a full-time hourly position located at the Madison Correctional Facility.

Data Integrity & Reporting

• Accurately enter student information into InTERS and update records throughout enrollment.
• Correct and resolve all InTERS data errors monthly.
• Enter attendance data into InTERS and Delta each week.
• Print and distribute Table 4, Table 4B, and distance-learning data weekly.
• Run enrollment and completion reports as needed.
• Track and communicate student enrollment status and changes.
• Complete Special Education requirements for reporting as directed.

Student Enrollment, Onboarding & Records

• Pre-test prospective students and record scores.
• Complete new student enrollment into ABE and/or CTE programs.
• Conduct new student orientations or ensure completion by instructors.
• Maintain complete student education files.
• Assemble and deliver new student folders to instructors.

Testing & Completion Processing

• Schedule testing and proctor testing sessions when needed.
• Submit completion paperwork (Literacy, HSE, CTE) to IDOC.
• Confirm completion status is entered and stored appropriately.

Communication & Collaboration

• Communicate with Site Manager, Instructors, Case Managers, Classification staff, and Plainfield central office staff.
• Send classification paperwork to Case Managers/Classification.
• Notify Plainfield office of CTE new class info, completions, testing needs.
• Submit printer/copier readings to Plainfield.

Purchasing & Budget Support

• Complete purchase requests following established processes.
• Ensure purchase requests align with site and program budgets.
• Maintain supply inventory and coordinate classroom materials needs.

Program Expansion Duties

• Review weekly referral lists from Delta.
• Communicate with Case Managers regarding enrollment opportunities.
• Aid in marketing efforts to recruit new students.

Site Administrative Support

• Perform general clerical functions such as filing, copying, scanning, and email communications.
• Maintain organized electronic and physical files.
• Assist Site Manager with communications, scheduling, special projects, and other duties as needed.
• Support site events including graduations and testing sessions.
• Aid new employees with site-level onboarding.

Compliance & Documentation

• Ensure compliance with Ivy Tech policies and IDOC security policies.
• Maintain accurate documentation for monitoring and QA reviews.
• Support CQI processes by completing monthly reporting.

Minimum Qualifications

• A high school diploma or GED required; an associate degree preferred.
• Experience in administrative or data-entry support roles preferred.
• Experience in education/corrections preferred.
• Strong organizational and time-management skills.
• Ability to navigate systems including InTERS, Delta, DocuSign.
• Attention to detail and commitment to data accuracy.
• Ability to manage confidential information.
• Effective verbal and written communication.
• Proficiency with Microsoft Office.

Benefits

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
• 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)

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.