Job Title: Administrative Assistant - Intercultural & Global Office (Part-time)
Reporting Relationship: Executive Director of The Intercultural & Global Office
Unit: IWU-Marion
Department: Intercultural & Global Office
Campus Location: Barnes Student Center, Marion, IN
Summary of Position: The Administrative Office Assistant for IGO provides essential support to ensure the office's smooth and efficient operation. This role serves as the first point of contact for visitors, manages various administrative tasks, and plays a key role in supporting the office’s Kingdom Diversity initiatives.
Duties and Responsibilities
- Serve as the primary point of contact for the office, welcoming visitors and addressing inquiries in a professional and inclusive manner
- Manage phone calls, emails, and other forms of correspondence, ensuring timely responses to internal and external stakeholders
- Maintain organized and accurate records, including filing, archiving documents and reports
- Oversee and manage timecard approvals for student workers, ensuring accuracy and compliance with university policies
- Reconcile purchase card (P-Card) transactions monthly, ensuring accurate documentation and adherence to university financial policies
- Process purchase orders, reimbursements, and other financial transactions as directed by the office leadership - (Essential)
- Support planning and execution of events, workshops, and programs
- Assist with enhancing IGO's Marketing materials and coordinating all multicultural event promotion, including IGO's monitors, wildcat announcements, social media posts, flyers, and newsletters
- Schedule and coordinate meetings, appointments, and travel arrangements for office staff, and assist with preparing materials as needed
- Assist with data entry and maintain confidentiality of sensitive information
- Monitor and maintain office supplies inventory, placing orders as needed
- Serve as the liaison with Facilities Services for office maintenance or repairs
- Support additional administrative tasks as directed by the Executive Director
- Stay informed about university policies and practices related to Kingdom Diversity to better support office initiatives
- Assist with taking minutes for all IGO staff meetings, creating run of shows for events, and documenting any meeting as needed
- Coordinate all IGO Lounge and study room reservations and maintain a high-impact hospitality presence in all IGO shared spaces at all times, ensuring office areas and rooms are consistently clean and organized
- Assist the Executive Director of IGO with preparing, editing correspondence, newsletters, reports, emails, and presentations
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
- A bachelor’s degree is highly preferred
Experience
- Proven experience in administrative support, preferably in an educational or diversity-focused environment
- Experience with multi-tasking and accomplishing multiple responsibilities within a timely manner
- Demonstrates the ability to take on a vision and carry it through with minimal direction
- Demonstrates a strong commitment to putting Christ at the Center in all areas of work
Required Skills
- Strong organizational and planning skills, attention to detail, and problem-solving skills
- Excellent written and verbal communication skills
- Excellent time management skills and ability to multitask and prioritize work
- Strong marketing skills, and graphic design is a plus
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and familiarity with other
office software tools
- Excellent interpersonal and relational skills across cultures
- Demonstrated commitment to fostering Kingdom Diversity and a welcoming environment
- Ability to handle sensitive information with discretion and maintain confidentiality
- Excellent skills in managing budgets and financial transactions
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.
