Administrative and Partnerships Assistant (Part-Time)

Duties and Responsibilities

• General Administrative Support & Scheduling
  • Coordinate and schedule meetings for admissions staff and the Executive Director of Strategic Innovations, including preparing calendars, sending invitations, and organizing logistics
  • Serve as a central point of communication for scheduling needs, ensuring efficiency and accuracy
  • Complete monthly P-card reconciliation, ensuring all transactions are accurately documented, coded, and submitted on time
  • Review, verify, and process requesting and conference invoices, ensuring compliance with institutional policies and budget tracking
• Travel & Event Logistics Management
  • Arrange and confirm IWU vehicle bookings, flights, and accommodations for staff travel, recruiting events, and conferences
  • Ensure proper documentation, availability, and adherence to institutional travel policies
  • Coordinate the ordering of conference and general Wesley Seminary promotional materials, ensuring adequate inventory and timely delivery
  • Support preparation for recruitment events and conferences by organizing materials, creating agendas, and providing logistical support as needed
• Records & Transcript Processing
  • Facilitate Wesleyan Church transcript requests, ensuring accurate processing, confidentiality, and timely delivery
  • Maintain organized records and tracking systems for all transcript-related requests
• Partnership Portfolio Management
  • Maintain a centralized portfolio of Wesley Seminary partnerships, including admissions, church, academic, and innovation partnerships
  • Maintain accurate partnership records, including relationship ownership, contacts, current initiatives, action items, relevant history, and partnership status
  • Monitor partnership activity and proactively identify upcoming renewals, follow-up needs, inactive relationships, and other items requiring attention
  • Develop and maintain processes and reports that provide Seminary leadership with accurate, accessible, and timely information about partnership activity
  • Build feedback loops with pastors and participants to inform continuous improvement
• Partnership Support & Coordination
  • Serve as an initial point of contact for basic inquiries regarding Wesley Seminary partnership opportunities
  • Gather preliminary information from prospective partners to understand their needs and potential areas of collaboration
  • Provide basic information about Wesley Seminary’s partnership processes and opportunities
  • Coordinate introductory meetings and connect prospective partners with the appropriate Seminary leader
  • Respond to routine partnership-related correspondence and route substantive inquiries to the appropriate leader
  • Coordinate calendars, meetings, agendas, and supporting materials with appropriate relationship owners
  • Proactively coordinate follow-up with relationship owners based on upcoming needs, opportunities, commitments, and partnership activity
  • Gather relevant information, documentation, and partnership history to support meeting preparation
  • Coordinate follow-up from partnership meetings, including documenting action items and communicating next steps to appropriate individuals
  • Provide administrative and logistical support to the Director of Admissions and Executive Director of Innovation in their partnership-related work
  • Maintain professionalism, confidentiality, and clear communication with internal and external stakeholders
• Partnership Agreements & MOU Administration
  • Maintain accurate records of partnership agreements, MOUs, related documentation, and key dates, including renewals and expirations
  • Assist relationship owners with drafting, revising, and formatting MOUs and other partnership documentation
  • Coordinate the review, approval, routing, and execution of partnership agreements through appropriate Seminary and University processes
  • Ensure executed agreements and related partnership commitments are communicated to and accessible by relevant departments
  • Coordinate timelines, action items, and communication across departments to support partnership implementation and identify needs requiring follow-up

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

• Bachelor's Degree

Experience

• According to Indiana Wesleyan University’s employment policy, all employees must possess a strong Christian commitment and adhere to the standards outlined in the IWU Community Lifestyle Statement
• Three or more (3+) years of demonstrated administrative experience in a ministry or office environment
• Experience working within ministry organizations, churches, or higher education environments is required; experience spanning both sectors is strongly preferred

Required Skills

• Exceptional project and program management skills, with the ability to manage multiple priorities and complex cross-functional initiatives
• Excellent organizational, time-management, and project coordination skills with the ability to manage multiple priorities simultaneously
• Strong attention to detail and ability to maintain accurate records and documentation
• Proactive and self-motivated, with the ability to anticipate needs and follow through with limited supervision
• Excellent written and verbal communication skills and ability to build effective relationships with internal and external stakeholders
• Proficiency with Microsoft Office applications and experience with SharePoint or similar project and document management systems
• Ability to work collaboratively across departments, maintain confidentiality, and coordinate effectively without direct supervisory authority

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.