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Administrative Assistant to the Vice President for University Advancement

Apply now Job no: 492428
Work type: Full-Time, Hourly
Location: Marion, IN
Categories: Administrative/Professional

Job Title: Administrative Assistant to the Vice President for University Advancement

Reporting Relationship: Vice President for University Advancement

Unit: Central Administration

Department: VP University Relations

Campus Location: John Wesley Admin Bldg

Summary of Position:    The Administrative Assistant to the Vice President for University Advancement will provide
primary assistance to the Vice President for University Advancement (VPUA), including coordinating, planning, overseeing, and managing a wide variety of duties and confidential assignments. The day-to-day functions of the VPUA Office serves IWU through several constituent groups, including the President’s Executive Council, Board of Trustees, key IWU Divisions and leaders, committee members, consultants, donors, and friends of the University. This position will be the main point of contact for the VPUA and will be a resource for the University Advancement (UA) team.


Duties and Responsibilities

  • Maintain a high level of confidentiality
  • Provide primary administrative support to the VPUA
    • Answer telephones and make calls to donors and constituents on VPUA’s behalf
    • Maintain calendar, schedule meetings and appointments, plan and make travel arrangements, and coordinate trips with key IWU administrators
    • Give oversight to department budgets; submit invoices for payment; track contract agreements; reconcile credit cards; process check requests and journal entries
    • Compose and edit outgoing correspondence
    • Prepare meeting agendas and take minutes for meetings
    • Prepare donor gifts, coordinate gift agreements, and meeting presentations
    • Prepare reports and PowerPoint presentations
  • Keep VPUA apprised of matters affecting current and future operations
  • Act as liaison between VPUA and UA staff
  • Work in conjunction with various UA staff related to events and projects
  • Maintain UA organizational chart, staff web content, and personnel files
  • Provide high quality hospitality to VPUA guests; represent VPUA and IWU with highest level of professionalism
  • Monitor time shares
  • Plan special events
  • Supervise student workers and volunteers: recruitment, hiring, training/orientation, payroll, evaluations
  • Serve as a liaison to other offices/divisions on behalf of the Office of the VP for University Advancement
  • Research topics, trends, and general inquiries as requested
  • Develop and maintain administrative systems, policies, and procedures that support the functions in the Office of the VP for University Advancement
  • Keep accurate financial records and produce budget reports as needed
  • Perform backup receptionist duties as needed from UA team
  • Confirm VPUA direct reports attendance; approve as backup to VPUA in attendance tracking system
  • Other duties as assigned by VPUA

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

  • Associate degree required or minimum of 5-7 years’ experience providing professional administrative support

Experience

  • 5-7 years’ experience providing professional administrative support
  • 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; at times keep UA team accountable for timed requests
  • Experience as a self-starter; ability to work independently and proven use of good judgement

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.

 

 

Advertised: US Eastern Daylight Time
Applications close: US Eastern Daylight Time

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Indiana Wesleyan University is committed to equal opportunity in employment and education. Indiana Wesleyan University admits students and employees of any race, sex, color, national or ethnic origin, disability, age, service in the military, or any other status protected by law. These have access to all the rights, privileges, programs and activities generally made available to students or employees at the University. It does not discriminate on the basis of race, sex, color, national or ethnic origin, disability, or age, service in the military, or any other status protected by law, in the administration of its educational policies, scholarship and loan programs, athletic and other administered programs, and all phases of employment, including hiring, promotion, demotion, treatment during employment, rates of pay or other compensation, and termination of employment.