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Coordinator of Department Operations

Apply now Job no: 492637
Work type: Full-Time, Hourly
Location: Marion, IN
Categories: Office/Clerical

Job Title: Coordinator of Department Operations

Reporting Relationship: Chair, Department of Leadership Studies

Unit: National & Global

Department: CAPS-Department of Leadership Studies

Campus Location: NGM Building

Summary of Position:    The Coordinator of Department Operations has primary responsibility for coordinating operational support functions of the department with regard to daily communications, budget expenditures, meetings, events, travel, and students. The Coordinator provides primary assistance to the Department Chair, and secondary assistance to other department personnel, such as full-time faculty, administrative staff, program directors, assistant program directors, and adjunct faculty as needed.

Duties and Responsibilities

  • Serve internal and external constituents with the highest degree of efficiency and effectiveness. This position functions as the primary point of contact for resource information and assistance to full-time faculty and students in the doctor of leadership program 
  • Provide departmental support to the Department Chair by following requests carefully and in a timely manner, demonstrating a high degree of flexibility toward change and a willingness to learn new knowledge and skills necessary to provide a continuous high degree of service 
  • Provide administrative support including filing, typing, copying, setting up appointments, making travel arrangements, taking messages, and distributing materials for the Chair and faculty 
  • Manage the Chair’s calendar as requested 
  • Process conference request forms, expense reimbursements, and travel arrangements for the Chair and full-time faculty
  • Support preparation of university credit card reconciliation reports for the Chair in process provided by the School Dean 
  • Edit and proof all written correspondence as needed from the Department of Leadership Studies, exercising a high degree of detail and accuracy 
  • Coordinate the preparation, collection, and submission of all necessary personnel actions to include hiring documents, annual performance appraisals (staff), annual faculty reviews, and Professional Growth and Development Plans 
  • Schedule full-time, doctoral faculty for courses, manage doctoral faculty load and overload, and assist with faculty load sheets for any other full-time faculty in the department 
  • Communicate academic program calendar information within and outside of the Department of Leadership Studies 
  • Coordinate the operational logistics of the department including such tasks as personnel files, budget management, organizing regular faculty meetings, new-hire processes, and reports to the Dean and other offices as required 
  • Serve as the primary contact for doctoral students to facilitate admissions, enrollment, registration, withdrawals, changed- registration, text-book lists, syllabi, comprehensive exam scheduling, dissertation defense scheduling and communications, and other activities necessary for assisting students in the program, including directing them to appropriate departments and units to help answer questions and resolve issues 
  • Support the Chair of the Department in doctoral student-advising activities as needed 
  • Assist departmental faculty with setting up courses in Brightspace each term and managing course related issues during the term
  • Oversee minor to moderate course corrections and updates in Brightspace for all department programs 
  • Assist the Chair of the Department in providing oversight and support for future administrative hires and program offerings 
  • Manage the hiring, scheduling, and oversight of graduate assistants and student workers in the doctoral program in consultation with the Department Chair 
  • Maintain department databases, start calendars, and other records as needed 
  • Project manage departmental events, including doctoral recognition ceremony, Summer Residency, new student banquet, doctoral celebration banquet, International Service and Leadership Conference, which includes student, faculty, vendor, and speaker logistics 
  • Assist with special School or CAPS projects and committees (such as new-hire paper reviews and interviews) as needed 
  • Assist with all other functions of the Department as needed
  • Manages graduate assistants (GA’s) utilized in the PhD in organizational leadership program. Responsibilities include recruiting GA’s processing applications in conjunction with the department chair, processing stipends, and managing GA assignment to faculty and courses 
  • Manages hiring of student workers for the department, including recruitment and job task oversight 

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.


  • Bachelor’s degree required; Master’s degree preferred


  • At least two (2) years’ experience as an administrative assistant
  • Demonstrated ability to work with individuals from diverse communities and cultures

Required Skills

  • Excellent written, oral, and interpersonal communication skills
  • Excellent organization and problem-solving skills
  • Efficiency and accuracy completing tasks that require attention to detail
  • Ability to multi-task and work without supervision
  • Self-starter
  • Excellent knowledge of Microsoft Word, Microsoft Excel, Microsoft Power Point, Adobe Suite
  • Ability to learn new databases and systems
  • Commitment to maintaining information confidentiality


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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Applications close: US Eastern Standard 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.