Coordinator of University Operations

Summary of Position: The Coordinator of University Operations serves in the John Wesley Administration Building, providing high-level administrative and operational support to the President’s spouse, Senior Executive Assistant, Chief of Staff, and EVP & Chief Innovation and Strategy Officer.

This role requires exceptional discretion, organization, and initiative, with the ability to manage multiple priorities, coordinate across departments, and support key presidential initiatives with professionalism and efficiency.

Duties and Responsibilities

• Administrative Support
  • Provides comprehensive calendar, scheduling, and time management support for assigned leaders and initiatives
  • Prepares, drafts, and proofreads correspondence, presentations, reports, and other materials
  • Serves as a communication liaison, supporting relationship management, documentation, tracking, and follow-up across internal and external stakeholders
  • Maintains organized systems for workflow tracking, documentation, and template development to support office efficiency
  • Acts as backup support to the Senior Executive Assistant
• Project & Initiative Coordination
  • Tracks and supports progress on key presidential-driven projects across initiatives and departments, ensuring deadlines and priorities are met
  • Assists the President’s spouse in planning and executing projects and events with defined timelines
  • Supports development of draft presentations and materials related to presidential initiatives
  • Coordinates cross-functional communication and follow-up to ensure alignment and execution of strategic priorities
• Event Meeting & Travel Coordination
  • Plans and coordinates meetings, events, and travel arrangements, including agendas and supporting materials
  • Provides key event support for presidential initiatives, including coordination with Marketing on programs, announcements, invitations, and materials
  • Serves as liaison with catering and other vendors to develop and execute event plans
• Financial & Operational Management
  • Manages budget tracking, including monitoring expenses, processing invoices, and maintaining financial records
  • Prepares and processes expense reports, reimbursements, and related financial documentation
  • Reconciles IWU credit cards for the team
• Presidential Household & Guest Services Support
  • Supports the President’s spouse with household coordination, creates invitations, manages correspondence and attendance tracking, formats the Board of Trustees spouse events schedules, and special projects
  • Oversees maintenance and readiness of Guest Houses, coordinating with vendors and contractors as needed
  • Coordinates vehicle maintenance and service for the President’s university vehicle
• Office & Building Operations
  • Provides front-facing support for the John Wesley Administration Building, including greeting visitors and answering phones
  • Assists with building operations such as opening/closing, room readiness and scheduling, and maintenance requests
  • Performs general administrative duties including filing, copying, and maintaining office organization
• Performs other responsibilities as assigned in support of the President’s Office

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

• Associate’s degree required

Experience

• Minimum of three (3) years of secretarial, budgeting and event planning experience

Required Skills

• Strong organizational, project management, and time management skills
• Ability to manage multiple priorities and adapt to changing needs
• Excellent written and verbal communication skills
• High level of discretion and professionalism with confidential information
• Strong problem-solving and decision-making abilities
• Collaborative, service-oriented mindset knowledge of Indiana Wesleyan University, its history, and promotion of IWU

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.