Administrative Assistant to the CAPS Vice President of Academic Affairs

Indiana Wesleyan University•Marion, IA

8d•Onsite

About The 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.

Requirements

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.
Associates degree required, bachelor degree preferred
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
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)

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