Administrative Skills, Audiovisual, Billing, Brochures, Business Development, Calendar Management, Contract Approval, Credit Cards, Customer Relationship Management (CRM), Customer Support/Service, Data Collection, Data Entry, Detail Oriented, Diversity, Documentation, Economic Development, Entrepreneurship, Facilities Management, Financial Administration, Food and Beverage Industry, Grant Administration/Management, High School Diploma, Housekeeping/Cleaning, Inventory Management, Logistics, Maintain Compliance, Marketing, Meeting Minutes, Metrics, Microsoft Office, Microsoft Office Specialist (MOS) Certification, Multitasking, Office Management, Onboarding, Operational Support, Operations, Operations Management, Order Supplies, Organizational Skills, Process Development, Procurement Management, Project/Program Coordination, Project/Program Management, Promotional Programs, Purchase Orders, Purchasing/Procurement, QoS (Quality of Service), Reconciliation, Record Keeping, Records Management, Schedule Development, Small Business, Social Media Marketing, Social Networking, Spreadsheets, Telephone Skills, Willing to Travel, Word Processing
Administrative Assistant, Regional Entrepreneurship and Small Business Development Center
Salary
$16.20 - $17.10 Hourly
Location
Ottumwa North Campus, IA
Job Type
Full Time
Job Number
202400184
Department
Cont Ed & Workforce Solutions
Division
North Campus
Opening Date
07/23/2026
FLSA
Non-Exempt
Description
The Administrative Assistant serves as the primary administrative and operational support position for the Regional Entrepreneurship Center (REC) and Small Business Development Center (SBDC). The position is responsible for coordinating daily office operations, client support services, communications, assigned educational programs and events, administrative processes, purchasing, records management, and facility readiness. The Administrative Assistant supports the Director and REC/SBDC staff by ensuring efficient operations, high-quality customer service, effective program coordination, and professional representation of the REC and SBDC while maintaining compliance with institutional and grant requirements.
Vision:
Indian Hills Community College will transform the future through education and empowerment.
Mission:
Indian Hills Community College changes lives by inspiring learning, diversity, social enrichment, and regional economic advancement.
Core Values:
Indian Hills Community College is committed to belonging, community, diversity, excellence, innovation, integrity, service and success.
Minimum Job Requirements
- High school graduate or equivalent required. Post-secondary administrative assistant or office management education preferred.
- Three years full time related work experience in office management as an administrative assistant, or marketing preferred.
- Must relate in a professional and service-oriented manner with people, ability to follow detailed oral and written instructions.
- Must have excellent word processing, spreadsheet, and database skills. Microsoft Office Specialist certifications preferred.
- Must have strong customer services skills, relate will with people, have the ability to follow detailed oral and written instruction, and communicate professionally.
- Knowledge of social media and basic marketing practices.
- Must have filing capability, ability to prepare materials and perform data entry with attention to detail.
- Ability to manage multiple projects. Accuracy, timeliness and confidential treatment of business and student information are required.
Work Performed
- Manage REC /SBDC social networking activities and media in accordance with college marketing standards, policies and procedures.
- Assist with documenting and compiling data for REC/SBDC activities, reporting and SBDC grant management.
- Coordinate purchasing and financial administrative process for REC/SBDC operations, including ordering office, course and event supplies; preparing purchase orders; reconciling credit card statements; process billing and invoices; and following institutional purchasing procedures.
- Prepare monthly invoices and billing for REC clients. Provide REC client support and coordination through record maintenance and assisting with onboarding and exiting client processes. Assist the Director with contract renewal timelines.
- Provide reception service for the REC/SBDC department. Including answering phone lines, greeting and assisting walk-in customers and monitoring departmental email.
- Provide administrative and office support for REC staff, including document preparation, data entry, meeting support and other administrative functions.
- Run reports from used databases (i.e. mail chimp, NeoSerra, and Datatel)
- Maintain inventory and order office supplies, materials, and event resources following institutional purchasing procedure.
- Assist the Director with the planning, promotion, coordination, and implementation of REC/SBDC workshops, educational programs, events, exhibits, and outreach activities. Coordinate assigned programs and establish administrative processes, including marketing participant registration, communications, logistics, documentation, and follow-up, while supporting larger or more specialized initiatives as directed.
- Coordinate facility readiness for REC events, classes, meetings, and daily operations by managing room scheduling, marketing displays, key inventory, and ensuring classrooms, conference rooms, and common areas are clean, organized, professional, and event-ready.
- Coordinate administrative logistics for REC/SBDC educational programs, workshops, meetings, outreach activities, and external facility users, including participant registration, communications, agendas, materials, food and beverage, A/V needs, attendance records, facility-use billing, and required documentation.
- Prepare SBDC/REC information packets, brochures, posters, display table supplies, handouts, and other materials for exhibits and client meeting as needed.
- Attend meetings, take notes, and provide administrative support as requested.
- Assist the CEW Administrative Assistant with scheduling and canceling REC/SBDC classes in the CRM that do not meet minimum enrollment requirements.
- Assist with onboarding new SBDC, gathering client metrics, forms including scheduling appointments with counselors.
- Travel to other locations within the IHCC 10-county area to provide course support when necessary.
- Perform contracted office support services REC clients as needed.
- Provide assistance to REC clients, students, or public seeking college services & resources.
- Manage multiple tasks and initiatives simultaneously.
- Maintain regular and consistent attendance at work.
- Represent the college in a positive manner. Handle college, and SBDC matters with confidentiality and tact.
- Maintain high professional standards for the quantity and quality of services provided.
- Other duties as assigned.
Supplemental Information
Responsible To:
Director, Entrepreneurship and Economic Development Initiatives
Position Level:
Office II - Non-Exempt, at will employment on a letter of employment
Employment Length:
4 Term, Full Time, Benefits
Schedule:
9 hrs/day, Monday-Thursday. Must be able to work a flexible schedule that will include evening and weekend assignments
Indian Hills Community College offers a complete benefits package to full-time employees including group health insurance, dental, vision, retirement (IPERS/TIAA), deferred compensation plans (403B/457), flexible spending accounts, life insurance, short and long-term disability, paid holidays, vacation, and sick leave.
View our complete list of Employee Benefits.
Employer Indian Hills Community College
Address 525 Grandview Ave
Bldg 1
Ottumwa, Iowa, 52501
Phone (641) 683-5175
Website https://www.indianhills.edu/