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Office Manager/Division Assistant

Apply now Job no: 492696
Work type: Full-Time, Hourly
Location: Indianapolis, IN
Categories: Office/Clerical, Other

Job Title: Office Manager/Division Assistant

Reporting Relationship: Division Chair for the Division of Graduate Counseling

Unit: IWU-Marion

Department: Graduate Counseling-IWU Marion

Campus Location: Indianapolis Ed Center North

Summary of Position:    Manages office functions for the Indianapolis North Graduate Counseling department and clinic including classroom assignment, physical space needs and client assistance. Responsible for supporting the division through course scheduling, communication, p-card reconciliation and faculty assistance. Supervises graduate assistants and student workers.

Duties and Responsibilities

  • Aid in setting, organizing and coordinating schedule of course offered each semester at the Indianapolis North Campus
  • Division Docket communication 
  • P-card reconciliation 
  • Graduation 
  • Work closely with marketing and recruitment staff in coordinating admissions processes 
  • Conducts initial review/audit of applicant files to determine eligibility for admission into academic programs 
  • Expense Tracker 
  • Etrieve linking for RAS and any items that need to go in the student file
  • Student Handbook 
  • Order faculty books for each semester 
  • Coordinates functioning of the Indianapolis Office including classroom assignment as well as opening the clinic doors in the mornings 
  • Aid Clinic Director in organizing and managing scheduling and documentation related to the Indianapolis Graduate Counseling Clinic
  • Collects and organizes data for program evaluation
  • Organizes and maintains student and alumni academic files to facilitate processing of professional licensure related documentation
  • Answer telephone calls and serve as first point of contact for Graduate Counseling Division in Indianapolis (e.g. redirecting calls as needed, etc.) 
  • Division Meeting minutes 
  • Order campus supplies 
  • Faculty mileage reimbursements 
  • Schedule potential interviews for admission
  • Attend required trainings for my employment level as offered by the University 
  • Plan and implement the Indy 'Meet and Greet' event and the Faculty/Student Christmas gathering 
  • Serve as point person for student course registration, petitions, scanning, drop/adds, etc. 

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.


  • Associate's Degree or equivalent


  • Two (2) year's office experience
  • Prior experience in higher education, office or clinical setting desired

Required Skills

  • Organized, ability to handle multiple ongoing tasks
  • Computer and keyboard proficiency
  • Accuracy and attention to details
  • Ability to prioritize work
  • Good oral and written communication skills
  • Sensitivity to maintaining confidentiality
  • Good interpersonal skills for relating effectively to faculty, staff and students


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.