Administrative Support Specialist

Job Title: Administrative Support Specialist

Reporting Relationship: Executive Director of Student Engagement

Unit: National & Global

Department: N&G On-Line Region-NGBL

Campus Location: Indianapolis Ed Center North

Summary of Position:    The Administrative Support Specialist plays a critical role in providing administrative and operational support to the Learner Success and Workforce Engagement department. This position is responsible for coordinating departmental activities, maintaining records, assisting with student-related initiatives, and ensuring efficient workflow within the department. The Administrative Support Specialist serves as a central point of contact for students, faculty, staff, and external stakeholders seeking assistance or information related to student success programs and services.
This role is a grant-funded position through September 30, 2028.

Duties and Responsibilities

• Administrative Assistance:
  • Provide comprehensive administrative support to the Learner Success and Workforce Engagement department, including managing schedules, organizing meetings, preparing agendas, taking minutes, and maintaining departmental files and records 
• Student Support:
  • Assist students in accessing and navigating student success resources and services
  • Respond to inquiries, provide information, and direct students to appropriate resources based on their needs 
• Data Management:
  • Assist in maintaining accurate and up-to-date student data, records, and databases related to student success programs
  • Generate reports and compile data as needed to support departmental decision-making and assessment efforts 
• Event Coordination:
  • Assist with the planning, coordination, and execution of student success events, workshops, and programs
  • This includes scheduling venues, managing logistics, coordinating communication, and tracking attendance
• Communication and Correspondence:
  • Prepare and distribute departmental communications, including emails, newsletters, and announcements
  • Liaise with internal and external stakeholders to ensure timely and effective communication 
• Collaborate with and align work with SIP grant PI, Director of Success Data Application, and grant team to unify and track shared metrics and goals according to the grant logic model, activity objectives, and implementation strategy
• Documentation and Reporting: Assist in preparing departmental reports, presentations, and documentation. Ensure accuracy and completeness of data and information to support reporting requirements
• Collaboration:
  • Collaborate with other departments, faculty, and staff to support student success initiatives and foster a cohesive and student-centered approach across the institution 
• Budget and Expense Management:
  • Assist with monitoring departmental budgets, tracking expenses, and processing invoices and reimbursements in compliance with university policies and procedures 
• Professional Development:
  • Stay informed about current trends and best practices in student success initiatives through professional development activities, workshops, and training opportunities 
• As a grant-funded position, 100% of effort in this role should align with furthering SIP grant objectives, outcomes, and strategies

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

• High school diploma or equivalent (Bachelor's degree preferred)

Experience

• Proven experience in administrative support or related roles

Required Skills

• Excellent organizational and time management skills
• Strong attention to detail and accuracy
• Proficient computer skills and experience with MS Office Suite
• Effective written and verbal communication skills
• Ability to handle confidential information with discretion and professionalism
• Strong interpersonal skills and ability to work collaboratively in a team environment
• Knowledge of student success programs and services in a higher education setting is a plus

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 invisi