Administrative Assistant Job at IvyTech in Madison

Ivy Tech is currently accepting applications for an Administrative Assistant position located at the Westville Correctional Facility! Come join our team!

General Purpose and Scope of the position:

Serve as Administrative Assistant to the Site Manager of the Correction Facility Education Program. Serves as a receptionist in Ivy Tech's office in the corrections facility. Handles essential reports, memos, and other information pertinent to the Coordinator of the Correction Facility Education Program as it relates to students.

This is a full-time hourly position located at the Westville Correctional Facility.

Major Responsibilities:

• Maintain respect at all times for confidential information.
• Perform required duties; answering the telephone expediting questions and requests in a courteous, tactful, prompt, and correct manner; greeting visitors.
• Type/key correspondence for the Site Manager of the Correction Facility Education Program.
• Maintain and distribute accurate memos.
• Effectively operates various office equipment.
• Prepare and maintain OIS files (student information, conduct reports, count letters) for the Site Manager of the Correction Facility Education Program.
• Prepare the monthly data reports and accompanying materials as required by the state (DWD policy 2011-08).
• Process incoming mail and distribution to staff.
• Assist in maintaining faculty application files, resignations, etc.
• Assist in maintaining the general office filing system - keep a daily log book (faculty issues, emergency counts, classes canceled, etc.).
• Complete reports in a timely manner as required by state and federal agencies along with those from Accrediting bodies (DWD Policy 2011-08.
• Process DOC Referrals to place students in education (ABE, Vocational, and College)
• Scan TABE tests and Practice HiSet Tests.
• Create passes or special count letters as directed by the Site Manager.
• Maintain Inters Program through data input documentation, attendance, etc. If IDOC changes this program the new program will be followed.
• Change class rosters and time cuts as directed by the Site Manager.
• Maintain a current inventory of supplies and inform the Site Manager when items need to be purchased.
• Complete required DOC training, CBTS, and annual training as required by the facility.
• Provide training for offender education clerks, if allowed by the facility.
• Document work hours and Apprenticeship Information for offender clerks.

Minimum Qualifications:

High School Diploma; Punctual; good communication skills; experience with computer software applications; capable of handling detailed work; strong people skills; comfortable working within a correctional facility.

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 College's Title IX Coordinator or to the US Department of Education Office of Civil Rights.