Administrative and Partnerships Assistant (Part-Time)

Job no: 495285
Work type: Hourly (Part Time)
Location: Hybrid (3-4 Office / 1-2 Remote)
Categories: Office/Clerical

Job Title: Administrative and Partnerships Assistant (Part-Time)

Reporting Relationship: Executive Director of Strategic Innovations & Director of Admissions

Unit: Wesley Seminary

Department: Seminary Administration-Wesley Seminary

Campus Location: Wesley Seminary, Marion, IN (Hybrid schedule: 3-4 days onsite / 1-2 days remote).

Summary of Position: The Administrative and Partnerships Assistant provides general administrative and operational support for the Admissions and Strategic Innovations units and Wesley Seminary’s partnership efforts. Working closely with the Director of Admissions and Executive Director of Strategic Innovations, this position provides administrative support and a central point of coordination for partnership activity across the Seminary.

The Administrative and Partnerships Assistant coordinates administrative needs, maintains partnership records and agreements, and facilitates meetings, communication, and follow-up to keep partnership activities organized and moving forward, while allowing key leaders at Wesley Seminary to focus on developing partnerships and strategic opportunities. The position creates a smooth, efficient workflow that enhances recruitment, student engagement, and strategic partnership development efforts.

Duties and Responsibilities

• General Administrative Support & Scheduling
  • Coordinate and schedule meetings for admissions staff and the Executive Director of Strategic Innovations, including preparing calendars, sending invitations, and organizing logistics
  • Serve as a central point of communication for scheduling needs, ensuring efficiency and accuracy
  • Complete monthly P-card reconciliation, ensuring all transactions are accurately documented, coded, and submitted on time
  • Review, verify, and process requesting and conference invoices, ensuring compliance with institutional policies and budget tracking
• Travel & Event Logistics Management
  • Arrange and confirm IWU vehicle bookings, flights, and accommodations for staff travel, recruiting events, and conferences
  • Ensure proper documentation, availability, and adherence to institutional travel policies
  • Coordinate the ordering of conference and general Wesley Seminary promotional materials, ensuring adequate inventory and timely delivery
  • Support preparation for recruitment events and conferences by organizing materials, creating agendas, and providing logistical support as needed
• Records & Transcript Processing
  • Facilitate Wesleyan Church transcript requests, ensuring accurate processing, confidentiality, and timely delivery
  • Maintain organized records and tracking systems for all transcript-related requests
• Partnership Portfolio Management
  • Maintain a centralized portfolio of Wesley Seminary partnerships, including admissions, church, academic, and innovation partnerships
  • Maintain accurate partnership records, including relationship ownership, contacts, current initiatives, action items, relevant history, and partnership status
  • Monitor partnership activity and proactively identify upcoming renewals, follow-up needs, inactive relationships, and other items requiring attention
  • Develop and maintain processes and reports that provide Seminary leadership with accurate, accessible, and timely information about partnership activity
  • Build feedback loops with pastors and participants to inform continuous improvement
• Partnership Support & Coordination
  • Serve as an initial point of contact for basic inquiries regarding Wesley Seminary partnership opportunities
  • Gather preliminary information from prospective partners to understand their needs and potential areas of collaboration
  • Provide basic information about Wesley Seminary’s partnership processes and opportunities
  • Coordinate introductory meetings and connect prospective partners with the appropriate Seminary leader
  • Respond to routine partnership-related correspondence and route substantive inquiries to the appropriate leader
  • Coordinate calendars, meetings, agendas, and supporting materials with appropriate relationship owners
  • Proactively coordinate follow-up with relationship owners based on upcoming needs, opportunities, commitments, and partnership activity
  • Gather relevant information, documentation, and partner…