Project Coordinator and Administrative Assistant

Summary of Position: The Project Coordinator and Administrative Assistant is responsible for providing project support to various initiatives and staff in the Imaginarium as well as providing administrative support to the Imaginarium staff. This position requires strong skills in organization and hospitality.

Duties and Responsibilities

• Manage Executive Director and Director’s calendars as requested
• Invite expert and notable guests to participate in various events, handling contracts, payments, travel and housing arrangements
• Maintain professional correspondence with outside constituents from various organizations including Lilly Endowment, Inc. (LEI)
• Provide administrative support including filing, typing, copying, setting up appointments, making travel arrangements, taking messages, and distributing materials for the Executive Director
• Support preparation of university credit card reconciliation reports for the Executive Director
• Work alongside the Director of Operations in travel arrangements and reimbursements for grantees in the Strengthening Ministry with Children Coordination Program
• Develop and edit various forms of written communication
• Develop and maintain office systems, policies, and procedures that support the coordination effort in compliance with Indiana Wesleyan University and LEI
• Coordinate the preparation, collection, and submission of all necessary personnel actions including hiring documents, annual performance appraisals, time off requests, and time approvals
• Maintain program databases as needed (including Airtable)
• Assist in scheduling and planning staff retreats and continuing education opportunities
• Assist staff in curation, production, and distribution of resource boxes
• Work with staff in order to create a cohesive communication plan amongst grantees
• Oversee program and staff supplies, needs, etc.
• Administrate shared services
• Attend leadership retreats and staff meetings
• Participate in grant-related activities
• This position requires some travel and evening hours
• Other duties as assigned

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

• Bachelors preferred

Experience

• Demonstrated ability to work with individuals from diverse communities and cultures
• Demonstrated organizational skills

Required Skills

• Excellent written, oral, and interpersonal communication skills
• Excellent organization and problem-solving skills
• Efficiency and accuracy completing tasks that require attention to detail
• Ability to multi-task and work without supervision
• Self-starter
• Hospitality-minded
• Excellent knowledge of Microsoft Word, Microsoft Excel, Microsoft Power Point, Adobe Suite
• Ability to learn new databases and systems
• Commitment to maintaining information confidentiality

Diversity Statement

IWU commits to create a community that reflects kingdom diversity. We will foster an intentional environment that 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.

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.