School of Health Sciences - Administrative Assistant

The Health Sciences Administrative Assistant provides high-level administrative and operational support to the Dean, Program Chairs, and faculty within the School of Health Sciences. This role is essential in coordinating course building, adjunct and full-time faculty support, clinical affiliation agreements, and departmental processes. The position requires exceptional organizational skills, attention to detail, and the ability to manage multiple priorities within strict timelines.

Key Responsibilities

📚 Course & Faculty Support

• Provide administrative and operational support for Health Sciences programs, including Dental Assisting, Dental Hygiene, Surgical Technology, Medical Assisting, and Healthcare Specialist.

• Manage and organize the course-building process, creating Summer, Fall, and Spring courses in Banner and assigning instructors.

• Maintain and update the faculty credentialing system for full-time and adjunct faculty.

• Monitor and track textbook orders each semester to ensure timely submission.

💼 Adjunct Payroll & Contracts

• Prepare and maintain adjunct pay verification spreadsheets every 8 weeks, coordinating with Academic Assistants and Human Resources to ensure payroll accuracy.

• Update and manage the Special Circumstances spreadsheet to track and correct Period Activity Pay (PAP) discrepancies.

• Approve and generate adjunct PAPs in Banner, ensuring timely completion and signatures.

• Send overload request reminders and maintain an up-to-date adjunct pay rate rolodex for all academic schools.

📊 Reporting & Communication

• Run and distribute bi-term cancellation reports, class rosters, and other data reports as requested by leadership.

• Monitor and maintain CNA Advising and CNA Student Document spreadsheets, ensuring compliance with required submissions such as immunizations, background checks, and drug screenings.

🏥 Clinical Site & Affiliation Agreement Support

• Create, update, and maintain clinical affiliation agreements and Inter-Regional Agreements for out-of-region sites.

• Upload contracts to the Contract Management System and shared Health Sciences folders.

• Generate and distribute Certificates of Liability Insurance for clinical partners.

🎓 Event Coordination & Support

• Coordinate biannual Advisory Board meetings for five programs, including logistics, catering, invitations, and meeting minutes.

• Provide event coordination and support for First Class Connections, Outstanding Graduate Ceremony, Pinning Ceremonies, accreditation visits, and Commencement.

• Design and order event invitations, programs, and certificates recognizing student achievements.

• Manage room reservations for departmental meetings and events in 25Live and the Columbus Learning Center.

🗂️ Administrative & Office Support

• Process purchase requisitions and orders for supplies, program fees, and catering.

• Create student ID badges for externship placements.

• Manage departmental mail and maintain accurate records and data entry in Banner.

• Enter student learning outcomes (SOATest) each semester and provide committee and cross-departmental support as needed.

The statements above describe the general nature and level of work performed and are not intended to be an exhaustive list of all duties. Additional responsibilities may be assigned as required to support departmental operations.

Work Environment

This position involves frequent interaction with faculty, staff, students, and external partners. Occasional evening or weekend hours may be required to support program events, advisory board meetings, and pinning ceremonies.

Pay Range: $15.30 – $19.80 per hour, depending on education and experience.

🌟 Benefits We Offer

At Ivy Tech, we believe our employees deserve benefits that support their lives both inside and outside of work. Here’s what you can look forward to as a full-time team member:

✅ Immediate Eligibility: No waiting period — enroll in benefits right away!
💰 Retirement Support: Employer contributions to your retirement plan.
🩺 Comprehensive Coverage: Medical, dental, vision, and life insurance (including spouse and child coverage), plus short- and long-term disability, identity theft protection, accidental injury, critical illness plans, and more.
🏖️ Generous Paid Time Off: Vacation, sick leave, volunteer time, and bereavement leave.
🎉 Paid Holid