Administrative Assistant to VP of Student Development & Athletics

EXPIRED

Job Title: Administrative Assistant to VP of Student Development & Athletics

Reporting Relationship: Vice President for Student Development & Athletics

Unit: IWU-Marion

Department: VP Student Development-IWU Marion

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Job Title: Administrative Assistant to VP of Student Development & Athletics

Reporting Relationship: Vice President for Student Development & Athletics

Unit: IWU-Marion

Department: VP Student Development-IWU Marion

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Campus Location: Barnes Student Center

Summary of Position:

The Assistant to the Vice President for Student Development & Athletics primary responsibilities are to assist the Vice President for Student Development & Athletics in the day to day operations of the department and to provide administrative support to the Vice President as he/she supervises numerous areas and direct reports including Life Calling & Career, Student Involvement, Dean of Students Office, Center for Student Success, Athletics, Spiritual Formation, and the Wildcat Health Clinic.

Duties and Responsibilities

Maintain and update the Student Development & Athletics Organization chart

Maintain and update Employee Directory both internal and external for the full Student Development team

Prepare correspondence, reports and other written documents for the Vice President

Act as liaison between departments, off-campus contacts, students and faculty as needed

Prepare and process purchases, invoices, reimbursements, FFE and Capital Project requests as well as the IT technology request/replacements

Oversee all Student Development operational budgets and project/agency accounts

Serve as Budget Officer for Student Development area participating in quarterly budget meetings

Reconcile monthly accounting and credit card reports for Vice President

Process Budget requests for next fiscal year and submit to Business Affairs in a timely manner

Hire, train, and Supervise Student Front Desk Workers for Office Suite 290

Attend, record and maintain minutes of leadership team meetings as well as coordinate meeting time, date and locations as requested by the Vice President (Those committees include Leadership Team meeting, Dean’s Council; Student Life Council, RiSER, and Full Team meetings)

Process candidate information when positions are open in Student

Development for the Hire Review Committee as well as coordinate travel and schedules for interviews on campus when needed

Process new hire paperwork and request permissions for IT access, general ledger, signing privileges and building/suite access

Oversee process of journal entry for monthly printer/copier charges for the Student Development teams that currently hit the Vice President’s operational budget

Oversee recurring vouchers for cell phone reimbursements in WebNow and maintain spreadsheet of Student Development employees approved

Coordinate and maintain Student Development Employee files for the Vice President

Approve student worker authorizations

Assist the Vice President with maintaining schedule/calendar of events and serve as the initial point of contact for most phone, email, and personal inquiries with the Vice President’s office

Make travel arrangements including flights, rental vehicles, and hotels for Vice President’s business travel and Leadership Team retreats

Participate as requested in committees or councils that pertain to this position

Other duties as assigned by the Vice President of Student Development & Athletics

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

Associates degree required; Bachelor's degree preferred

Experience

Five to seven (5-7) years' experience providing professional administrative support, preferred

Demonstrated ability to work effectively with individuals from diverse communities and cultures

Required Skills

Strong attention to detail and highly organized

Ability to work under pressure and manage several responsibilities simultaneously

Proven high level of computer literacy, specifically in Microsoft Word, Outlook, Excel, and PowerPoint

Ability to perform tasks in a timely manner and meet deadlines

Experience as a self-starter; ability to work independently and proven use of good judgement

Diversity Statement

IWU commits to create a community that reflects kingdom diversity. We will foster an intentional environment that 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.

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.

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