Administrative Assistant - Intercultural & Global Office (Part-time)

Indiana Wesleyan University•Marion, IA

5d•Onsite

About The 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.

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.
A bachelor’s degree is highly preferred
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
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

Nice To Haves

graphic design is a plus

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
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