Program Assistant

Job Title: Program Assistant - TRIO Student Support Services

Location: Indianapolis - Downtown
Job Type: Part-time/25-28 hours per week
Classification: N-3
Pay Range: $15.15- $19.81 - Grant funded
Reports To: Director of TRIO

Who We Are:

We are an open-access college that fuels Indiana’s economy through excellence in teaching and proactive engagement with industry and community partners, embedded in a culture of innovation that empowers all students to learn and succeed. We are “higher education at the speed of life!”

Our Values:

•Empathy: We stand with our students, partners, and communities.
•Integrity: We treat all with dignity and respect.
•Accountability: We deliver on our commitments.
•Agility: We innovate, iterate, and transform.
•Connectivity: We connect with partners to strengthen communities and ensure student success for all.

About the Role:

The Program Assistant will be responsible for the routine management of the Student Support Services TRIO program office, record keeping, and the program database. They will maintain an inventory of supplies and equipment. The Program Assistant will support the students with basic inquiries and SSS staff with organizing various services and events. This is a grant funded position.

MAJOR RESPONSIBILITIES:

Customer Service Overriding Expectation

• Demonstrate strong customer service and/or student advocacy through a positive attitude of approachability, adaptability, strong problem-solving and desire to identify and support student success
• Engage in behaviors that create an environment in which all people are valued and supported
• Go beyond the easiest or surface answer for a student and get to the root cause of the problem, question, or issue to solve it as quickly and professionally as possible

Administrative Support/Information Management

• Participate in TRIO staff meetings and record meeting minutes
• Assist staff with event planning
• Record TRIO participation for tutoring, workshops, and other required services
•  Help to identify and solve tutoring lab concerns
• Greet students, answer phones, operate office equipment, and provide clerical support to SSS staff
• Utilize a pro-active approach to answering student questions and identifying student needs
• Manage TRIO email, participant applications, and record filing systems
• Assist staff members with record keeping and quality checks in TRIO database
• Assist staff with special projects as needed
• Participate in professional training necessary to carry out duties
• Assist staff with identifying new program participants and eligibility verification process
• Assist staff with the completion and submission of annual project performance report

Technical Support

• Manage and update program databases, electronic records, and form templates
• Assist staff with participant and program data collection
• Coordinate purchases of program supplies via statewide purchasing system when needed
• Work as a team member within the Academic Advancement division to improve services to, and retention of students

The above list of duties is not to be construed as an exhaustive list. Other duties logically associated with the position may be assigned. All responsibilities will be conducted within the parameters of the Family Educational Rights and Privacy Act (FERPA).

Education & Experience:

• Associate degree in Office Administration or related field
• Strong attention to detail
• Excellent interpersonal, grammatical, and data entry skills
• Familiarity with DocuSign, computer applications systems and proficiency with Microsoft Office and database software (specifically Access)
• Two years of experience in a college or academic setting with at least one year working with underrepresented and a broad range of student populations required
• Ability to maintain confidentiality of student profiles and records  
• Ability to work well in a team environment as well as on own initiative

Must demonstrate ability to promote an environment that reflects the broad backgrounds represented by our students and employees and which every individual feels respected and valued.

*This is a grant funded position.

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 identit