Role Overview

The Executive Office Manager of Indiana Bible College plays a vital role in the operational excellence of the business office, and the day-to-day functionality of the Executive Vice President, administratively. This role serves to ensure efficient workflow, provide exceptional student/parent/faculty service, and to support the Executive Team in maintaining an organized and professional environment. 

Responsibilities:

Calendar Management: Maintaining the calendar of the Executive Vice President, schedule all internal meetings and facilitate calendar communications across all institutions, along with coordinating any relevant changes at the Executive Vice President level.

Meeting Support: Draft all agendas, attend per assignment, and capture accurate minutes for all prevalent meetings at the Executive Vice President level. This is to include all regularly scheduled staff meetings, Deans’ Meetings, Summer Staff Sessions, and strategy deep-dive meetings, and any relevant Calvary Tabernacle planning sessions.

Special Event Assistance: Aid the Executive Vice President and the Executive Coordinator with any and all administrative tasks related to banquets, special events, and guest hospitality. In the service of these tasks, it may be required of the role to maintain hours inconsistent with a regularly assumed working schedule, to include some evenings and weekends.

Corporate Credit Card Management: Aid the Executive Vice President and the Executive Coordinator in expenditure tracking and receipt submissions.

Staff Communications Management: Update, audit, and crafting messages on behalf of the Executive Vice President to communication groups, and individuals within the institution.

Special Projects Assistance: Conduct research, correlate ideas, and help to formulate tasks within the timelines assigned to its corresponding task.

Manage Student Handbook: Collectively work with the Student Handbook Committee to gather sufficient information for updates or modifications for the upcoming academic year.

Manage OEE Compliance: Annual, formal acknowledgements and compliance tracking across the whole institution.

General Front Office Management: To include, but not limited to, managing student files, Front Office phone communications, oversee student communication groups in Populi, manage and mitigate staff registrations/reservations, and all mailbox assignments and management.

Qualifications:

• Previous experience in student services, office administration, or a previous working experience in a service-oriented role.

• Strong organizational and time management skills, with the ability to accurately prioritize tasks and meet deadlines

• Excellent interpersonal communication skills, with the ability to build rapport and provide exceptional customer service to a diverse cross-section of the population

• Proficiency in general office productivity software, to include the Google Workspace and Populi

• Attention to detail and accuracy in data entry, record keeping, and document management

• Ability to work independently and collaboratively in a team-oriented environment

• Understanding of, and commitment to, the mission, vision, and values of Indiana Bible College and Calvary Tabernacle

• Flexibility to work occasional evenings and weekends for special events or deadlines

• Able to discern and maintain sensitive documentation and information