Nina Scholars Program Admin Assistant

Who We Are:
We are a diverse 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.

The Position:

The Nina Scholars Program Assistant provides administrative support to the Director of Nina Scholars, managing the operational, logistical, and administrative processes of the Nina Scholars Office. This position assists with planning and carrying out the Nina Scholars activities, events, programs, and marketing, and provides general support to the Nina Scholars Program community. The position supports the Director in planning and executing scholar activities, programming, and development. The position maintains program records and generates reports to track and support scholar progress.

• Demonstrate strong student service and student advocacy across in-person and virtual communication channels through a positive attitude of approachability, adaptability, strong problem-solving and desire to identify and support student success.
• Engage in behaviors that create an inclusive 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. This includes advocating for students in an internal departmental and external capacity.
• Manage the operational and logistical functions and perform general administrative duties of the Nina Scholars Program and student lounge space, such as answering calls and emails, generating reports, calendar coordination, maintaining records, processing applications, and preparing reports and written communication for external/internal audiences, etc.
• Serve as primary manager of the Student Lounge Space including but not limited to actively ensuring the space is organized, clean, appropriately stocked with supplies, and maximizes student functionality as needed.
• Coordinate lounge reservations between the Nina Scholars, Ignite Scholars, and Bowen Scholars programs.
• Oversees the Student Lounge Space check-in process to ensure a streamlined check-in and accountability process for all students that utilize the lounge space.
• Assist in coordinating the planning and execution of all scholar programming and tutoring, including the planning and execution of program events, including selection processes, monthly cohort /scholar meetings, orientation, holiday party, annual student picnic, and End of Year Celebration.
• Assist the Director in management of purchasing, payment of accounts, and expenditure tracking, supporting the director in reconciliation and troubleshooting of accounts.
• Schedule, coordinate and attend off-campus learning activities and meetings, providing record-keeping and administrative support.
• Assist the Director with recruitment planning, manage the recruitment process, coordinate scholar ambassadors, produce recruitment materials, and maintain a detailed listing of community organizations and contacts to support outreach and recruitment.
• Create and maintain student databases.
• Assists the Director with recruitment and manages the application processes, including application updates, applicant communication and support, and facilitation of review process.
• Assist the Director with preparing and delivering presentations or informational materials for prospective scholars, staff, and community organizations.

• Strong organizational skills, with the ability to manage multiple tasks and priorities in a fast-paced environment.
• Proficiency in using Microsoft Office Suite (Excel, Word, PowerPoint, Outlook, Forms) and other productivity tools.
• Familiarity with student information systems and program management software (e.g., Canvas, Salesforce, or similar platforms) is a plus.
• Understanding of FERPA and other privacy regulations governing student records and information.
• Data management skills, including the ability to maintain databases, generate reports, and track progress.
• Experience with social media platforms and marketing tools to assist in outreach, recruitment, and communications efforts.

• High school diploma or equivalent required. Associate’s degree is preferred.
• 1-3 years of administrative experience, preferably in an academic or student services environment, higher education, or non-profit setting.
• Experience in program administration, event planning, and customer service.
• Experience managing student or community programs and providing administrative support to directors or managers.