Administrative Assistant to the CAPS Vice President of Academic Affairs

About the Role

Provides high-level administrative support for the Vice President for Academic Affairs (VPAA) of the College of Adult and Professional Studies (CAPS). Responsibilities include attending leadership meetings, sourcing and compiling data, preparing reports, handling highly confidential information, problem-solving routine matters, 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.

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 offices 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 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 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 full-time 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 full-time 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 graduation ceremonies, coordinate lunches/dinners (including arranging for table decorations/centerpieces) for CAPS and log attendees.
• Serve as the Colleague Security Officer for CAPS; verify requests to ensure legitimacy and relevance to the position of the person for which the request is being made; submit the request to IT and follow up with the requestor when complete.
• Other duties as assigned.

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.

• Associate degree required; bachelor’s degree preferred.
• Two to three (2-3) years of progressively responsible administrative work, preferably supporting senior leaders or executives in a complex organization.
• Experience working in higher education or another complex, mission-driven organization with multiple stakeholders, policies, and competing priorities.
• Experience coordinating meetings, events, or organizational initiatives, including scheduling, logistics, communication, and follow-up across multiple departments or teams.
• Demonstrated experience handling highly confidential information, preparing professional correspondence and reports, and exercising sound judgment and discretion.

Skills

• Strong customer service skills.
• Strong interpersonal/human relations skills.
• Effective written and verbal communication skills, with an emphasis on influencing/persuasion.
• 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 Microsoft Office suite products (particularly Outlook, Word, Excel, and PowerPoint).

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.