Administrative Assistant

Looking to make a difference through education? Ivy Tech - Madison is hiring an Administrative Assistant at the Plainfield Correctional Facility! Be part of a supportive, mission-driven team, helping keep things organized and running smoothly while supporting programs that change lives, inside and out!

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 Plainfield Correctional Facility.

Major Responsibilities:

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.

• Assist with 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.

• Assist new employees with site-level onboarding.

Minimum Qualifications:

• High school diploma or GED required; Associate degree preferred.

• Experience in administrative or data-entry support roles preferred.

• Experience in education/corrections preferred.

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

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)

Additional Perks

Eligibility for Public Service Loan Forgiveness

Additional discounts on gym memberships, transportation, and various retail services