Administrative Assistant to the CAPS Vice President of Academic Affairs

Job Title: Administrative Assistant to the CAPS Vice President of Academic Affairs

Reporting Relationship: Vice President of Academic Affairs; Academic Operations - CAPS

Unit: National & Global

Department: Academic Affairs - IWU National & Global

Campus Location: NGM Building, Marion, IN

Summary of Position: Provides high-level administrative support for the Vice President for Academic Affairs (VPAA) of the College of Adult and Professional Studies (CAPS) by attending leadership meetings, sourcing and compiling data, preparing reports, handling highly confidential information and requests, engaging in problem solving related to routine matters that arise in CAPS, assisting in coordinating and tracking the work of those who report to the VPAA, and performing clerical functions such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling travel arrangements and meetings.

Duties and Responsibilities

• Assist the Vice President and manage the Vice President's schedule, phone calls, and daily correspondence
• Ensure a close working relationship with the Administrative Staff in various office throughout the University system
• Engage in problem solving related to routine matters that arise in CAPS
• Research, organize, gather and manage information needed for specific projects and initiatives overseen by the VPAA
• Prepare agendas for leadership and committee meetings including, but not limited to: the CAPS Academic Leadership Team, CAPS Academic Affairs Committee, and the CAPS Academic Appeals Committee
• Prepare reports (including tables, charts, graphs, etc.), memos, letters and other documents, using word processing, spreadsheet, database, and/or presentation software within Microsoft Office suite products
• Access budget data, collaborate with the National & Global Budget Officer, and prepare information for assisting in budget management of CAPS
• Prepare conference request forms, expense requisitions, credit card reconciliation reports, etc.
• Assist in the organization of all Fulltime Faculty related events, including graduation, new faculty trainings, and the annual CAPS professional development day
• Track and prepare Faculty Annual Review documents to be sent to the CAO's office when finalized
• Initiate and track the Rank Promotion and Multi-Year Contracts process for fulltime faculty in CAPS
• Maintain faculty distribution lists
• Coordinate ballot preparations for the Nominating Committee in preparation for the Annual Meeting/Election and notify the CAO's office of newly elected members for Councils and Committees
• Submit CAPS faculty line-of-march
• Collaborate with the CAPS Faculty Chair in sending electronic communication to full time faculty
• For the graduation ceremonies, coordinate lunches/dinners (including arranging for table decorations/centerpieces) for CAPS (logging the attendees)
• Serve as the Colleague Security Officer for CAPS; verifying requests to ensure legitimacy and relevance to the position of the person for which the request is being made; submitting the request to IT and following up with the requestor when complete
• Other duties as assigned

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 degree preferred

Experience

• Progressively Responsible Administrative Support Experience
• Two to Three (2-3) years of progressively responsible administrative work, preferably

supporting senior leaders or executives in a complex organization.

Higher Education or Comparable Professional Environment

• Experience working in higher education or another complex, mission-driven organization with multiple stakeholders, policies, and competing priorities.

• Project and Event Coordination

• Experience coordinating meetings, events, or organizational initiatives, including scheduling, logistics, communication, and follow-up across multiple departments or teams

• Confidential Information and Executive Communications

• Demonstrated experience handling highly confidential information, preparing

professional correspondence and reports, and exercising sound judgment and

discretion

Required Skills

• Demonstrate customer service skills
• Strong interpersonal/human relations skills
• Effective written and verbal communication skills, emphasis on influencing/persuasion skills
• Effective presentation skills
• Group facilitation skills
• Ability to solve problems, design and execute projects
• Ability to maintain a high level of confidentiality and professionalism
• Ability to work independently as well as part of a team
• Highly proficient in the use of the Microsoft Office suite of products (particularly Outlook, Word, Excel, and PowerPoint)

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.