Administrative Assistant

Job Title: Administrative Assistant

Reporting Relationship: Academic Dean of Wesley Seminary

Unit: Wesley Seminary

Department: Seminary Administration-Wesley Seminary

Campus Location: Wesley Seminary, Marion, IN

Summary of Position: This individual will serve as the Administrative Assistant for the Seminary Academic Team. They will provide administrative assistance primarily to the Dean of the Faculty and as needed to the Director of Academic Services, Assistant Dean, faculty, and other related positions. This role will support daily office operations, ensuring smooth workflow and efficient administrative processes.

Duties and Responsibilities

Office Management

Oversee office maintenance, equipment, and supplies, ensuring functionality and cost-effectiveness

Handle scheduling, appointments, and travel arrangements for Academic Team leadership including faculty travel as requested

Field phone calls and miscellaneous emails

Manage room scheduling requests, building schedules and placing any necessary maintenance requests

Provide oversight guidance to student workers as needed

Provide liaison support for Academic Team and IT as needed with phones, computers, and other technological issues

Meetings and Communications

Send meeting invites to faculty and staff for all scheduled committee meetings, celebrations, special events, convocations, etc.

Obtain agenda items and create and distribute agendas for all assigned committee meetings, including but not limited to AAC, CDRC, SARC

Record and distribute meeting minutes for all assigned committee meetings

Procurement and Hiring

Collect receipts for all PCARD expenses for the Academic Team and reconcile the reports through the bank

Submit invoice payments to procurement

Process reimbursement requests for events such as travel and professional development for the Academic Team

In partnership with the Academic Services Coordinator, submit miscellaneous pay for vendors such as guest speakers, DMIN readers and advisors, and others as needed

In partnership with the Academic Services Coordinator, assign and send contracts through DocuSign for guest speakers, DMIN readers and advisors, teaching agreements, and curriculum development

Event Planning and Preparation

Take primary oversight leadership in graduation related events, including Graduation Ceremonies, Consecration services, and Open Houses

Provide administrative and organizational support for Intensive and Residential courses

Provide administrative and organizational support for Faculty Workdays and Retreats

Qualifications: According to Indiana Wesleyan University employment policy all employees must possess a strong Christian commitment and adhere to the standards outlined in the IWU Community Lifestyle Statement.

Education

Bachelor’s Degree is preferred

Experience

Minimum of three (3) years of experience in office settings preferred.

Required Skills

Superior oral and written communication skills in English

Excellent computer skills with working experience in a variety of applications, especially Word and Excel

Ability to relate and interact well with pastors, ministerial students, Seminary faculty/staff, and IWU community

Excellent organizational skills

Ability to maintain confidentiality and compliance with FERPA laws

Bilingual (Spanish/English or French/English) candidates and minorities are encouraged to apply

IWU Kingdom Diversity Statement

IWU, in covenant with God's reconciling work and in accordance with the biblical principles of our historic Wesleyan tradition, commits to build a community that reflects Kingdom diversity. We will foster an intentional environment for living, teaching and learning, which exhibits honor, respect, and dignity. Acknowledging visible or invisible differences, our community authentically values each member's earthly and eternal worth. We refute ignorance and isolation and embrace deliberate and courageous engagement that exhibits Christ's commandment to love all humankind.

LIMITATIONS AND DISCLAIMER

As a religious educational institution operating under the auspices of The Wesleyan Church, Indiana Wesleyan University is permitted and reserves the right to prefer employees on the basis of religion (42 U.S.C., Sections 2000e-1 and 2000e-2).

The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position. Employees will be required to follow other job-related instructions and to perform other job-related duties requested by their supervisor in compliance with Federal and State Laws.