Office Assistant for University Advancement & John Wesley Administration Building Receptionist

Job description

Office Assistant for University Advancement & John Wesley Administration Building Receptionist


The Office Assistant for University Advancement and JWAB Receptionist provides support to the administrative offices in University Advancement, with primary focus on the Vice President for University Advancement (VPUA) Office by answering phones, scheduling, filing, and clerical needs. This role will also oversee guest services; providing the first impression of the University to all who enter the John Wesley Administration Building (JWAB). This position has frequent contact with the general public, board members, faculty, staff, students, parents, IWU officials, donors, and constituents. This role will enhance and increase the effectiveness of all efforts conducted through University Advancement, as well as providing guest services for IWU administrators.


The Office Assistant for University Advancement and JWAB Receptionist reports to the Associate Director for University Advancement, Events, and Projects.


  • Possess a high school diploma; associate degree preferred


  • Office Assistance
    • Assist with travel arrangements; booking flights, hotels, and rental cars
    • Answer phone for various administrators; transfer calls, take messages, and effectively communicate information
    • Compose and edit correspondences
    • Prepare meeting agendas, take meeting minutes, and submit for approval
    • Assist with various mailings throughout the year; create mail merge files, print letters and envelopes, assemble mailings, and process materials for mail services
    • Prepare check requests, journal entries, and reimbursements; maintain back up receipts and obtain signatures for auditing purposes
    • Prepare birthday and anniversary cards monthly for gift officers
    • Reconcile purchasing-cards for department administrators on a monthly basis
    • Obtain a working knowledge of budget structure, usage, and processes; provide accountability and stewardship focus
    • Assist with scheduling meetings for various administrators
    • Assist with planning and execution of department meetings and retreats; reserve meeting space, arrange catering, and reserve needed technology
    • Assist with new hire process; order desk name plate, name badge, and key requests
    • Order business cards, letterheads, envelopes, and office supplies; keep inventory
    • Provide backup support as needed for other areas within UA
  • Building and Guest Services
    • Work in conjunction with all JWAB offices and oversee guest services
    • Greet building guests with friendly smile and welcoming response
    • Provide directions to building guests to areas in JWAB and campus wide
    • Transfer phone calls to appropriate areas campus wide
    • Order and pick up hospitality items
    • Schedule and reserve building conference space
    • Open and close building and conference space as needed
    • Sign for mail packages received and deliver to appropriate offices in JWAB
    • Sort mail for building offices and distribute
    • Effectively communicate information to JWAB administrators and offices, both verbally and in writing
    • Point person for communications to building occupants in campus emergencies and weather related events
    • Create facility services work orders for repairs, cleaning, lightbulb replacement, and miscellaneous requests for building needs and various sounded alarms
  • Complete other tasks as assigned
    • Attend training seminars and conferences as approved for professional development
    • Customer service: display highest level of professionalism with donors, guests, constituents, administrators, and students; go the extra mile to deliver excellence in guest services and communications


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.


Minimum 3-5 years secretarial and customer service experience

Required Skills:

  • Working knowledge of Microsoft Office suite products is required
  • Ability to maintain confidentiality with sensitive information
  • Attention to detail and accuracy in work
  • Highly organized and self-motivated
  • Ability to multi-task, working on several projects at one time
  • Ability to work as a team member


The above statements are intended to describe the general nature and level of work being performed by people assigned to this classification. They should not be construed as an exhaustive list of all responsibilities, duties and skills required of personnel so classified. In addition, nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this position at any time.

Indiana Wesleyan University is committed to equal opportunity in employment and maintaining a work environment free from all forms of unlawful discrimination. Accordingly, the University affords equal opportunity to all employees and prospective employees without regard to race, sex, color, national or ethnic origin, disability, age, genetic information, veteran status, or any other status protected by law.

These have access to all the rights, privileges, and programs generally made available to employees at the University. It does not discriminate in the administration of its policies, programs, nor during any phase of employment, including hiring, promotion, demotion, treatment during employment, rates of pay or other compensation, and termination of employment.

As an educational institution operating under The Wesleyan Church, Indiana Wesleyan University reserves and exercises its privileges under applicable law to prefer employees on the basis of religion and who are best suited to its religious purpose.

Indiana Wesleyan University is an Equal Opportunity Employer




Diversity Profile: University



View more

Learn more on Inside Higher Ed's College Page for University

Arrow pointing right
Job No:
Posted: 5/24/2019
Application Due: 7/15/2019
Work Type: