Materials Specialist

Job Title: Materials Specialist

Reporting Relationship: Associate Director of Operations

Unit: IWU-Marion

Department: Arts & Sciences Admissions 

Campus Location: Maxwell Center - Marion, IN 

Summary of Position:    Coordinate the sending and receiving of all mail for the Admissions Office, including Bulk Mail projects and daily communications. Maintain and oversee the inventory of publications and supplies. Supervise a staff of students to ensure timely, accurate completion of mailings and other work as assigned.

Duties and Responsibilities

• Print daily letters and their corresponding envelopes/labels; make corrections on letters as needed and verify the accuracy of information found in the letter; assemble acceptance boxes/packets
• Manage all daily incoming and outgoing mail for the Admissions Office; including returned mail for updating in system as needed
• Manage bulk mailings; which may include letter formatting, communicating with the Post Office, Slingshot, record keeping and providing support as necessary
• Oversight of inventory control, including promotional items, brochures, envelopes, letterhead, forms, cards, t-shirts; and, receive deliveries of new materials in a timely fashion; initiate ordering process as necessary to maintain adequate supplies of Admissions materials
• Supervise student workers who process mail, move inventory and fill requests
• Maintain organization of the workroom, includes ordering office supplies; stock displays in the Student Center, as needed
• Maintain Admissions vehicle (keys, mileage reporting, oil changes & fuel) 
• Work with counselors and visit staff to fill requests for promotional materials, visit days and special events as needed
• Assist with data entry and other projects as assigned
• Review new ID's, updating names and correcting addresses when necessary
• Work with other campus departments to supply materials for events/travel
  
  

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 required
• Bachelors degree preferred

Experience

• One (1) year experience in a supervisory role
• Demonstrated ability to work effectively with individuals from diverse communities and cultures

Required Skills

• Systems and Technology:
  • Demonstrates a strong knowledge of the systems, applications and technology used in the admissions process at IWU
  • Knowledge and proficiency include but is not limited to the Slate Customer Relations Management (CRM) tool, Colleague, Etrieve, and Word/Excel applications
    
    
• Team Player:
  • The Materials Specialist is a true “team player”
  • As such, he or she demonstrates the following characteristics: collaboration – working together towards a common goal; responsibility – knowing and doing what is expected; and adaptability – a willingness to change as needed
    
    
• Communication:
  • While working with other staff members and constituents, the Materials Specialist demonstrates winsome oral communication skills, utilizing knowledgeable, clear, friendly and empathetic responses to questions and requests
  • Understanding and adhering to FERPA guidelines is essential for this position
  • Accuracy and thoroughness are descriptors in all written communication
    
    
• Critical Thinking:
  • Characteristic of the Materials Specialist is the ability to solve problems independently, achieved through application of knowledge and experience, attention to detail and intuition. Utilizing good time-management skills, he or she is an effective multi-tasker
    
    
• Leadership:
  • As a supervisor of student employees, the Materials Specialist demonstrates strong leadership in numerous ways
  • To begin with, he or she leads by example, modeling commitment, positivity and an excellent work ethic
  • As a servant leader, the Materials Specialist has a heart for students, consistently showing care and concern, through encouragement and motivational messages
  • At the same time, he or she recognizes the importance of discipline and holding student employees accountable – not only to ensure that the work gets done, but also to help encourage good work habits for future careers
    
    

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