Administrative Assistant, Enrollment

Administrative Assistant, Enrollment

Job No: 499100

Work Type:
Staff Full-Time

Location:

Denver, CO

Categories:
Admin / Executive / Office Support, Enrollment, Customer Service

The Enrollment Division at the University of Denver, which consists of Undergraduate Admission and Financial Aid, seeks to attract and enroll students who will become leaders, scholars, artists, entrepreneurs, and public servants uniquely qualified to live in and shape a global society.

The Undergraduate Admission team recognizes education as a means of individual and societal transformation - our vision is to inspire, guide, and support prospective and current students as leaders and scholars who will positively impact their communities. In our daily work, the enrollment team is guided by these values: intentional and informed decisions; integrity and inclusion; collaboration; fiscal responsibility; spirit; clear and thoughtful communication;

and exceptional quality service.

The Financial Aid Office is dedicated to serving and educating students, families, colleagues, and the community through the financial aid process from pre-enrollment to program completion. We value empathy and integrity, knowledgeable and professional staff, advocacy and access, clear and consistent communication, and compliance. We have primary responsibility for the undergraduate financial aid process, and we also serve the graduate student population.

The Administrative Assistant reports to the vice chancellor for enrollment. This position is responsible for overseeing, administering, and managing the day-to-day administrative and business operations of the Enrollment Division.

• Assist the vice chancellor with calendar management, and assistance with scheduling larger group meetings.
• Help schedule events by reserving spaces, preparing materials, coordinating other executive schedules, and ordering catering and AV.
• Provide new employee onboarding support, as needed
• Expense and Timecard Approval
• Manage expense reports for the vice chancellor
• Approve monthly timecards for vice chancellor's direct reports
• Recurring Transaction and Supply Administrator
• Oversee recurring transactions for water delivery and shredding services, ensure the division is billed correctly; coordinate these services.
• Order supplies
• Order business cards and name tags as needed

• Coordinate with Enrollment Budget office to process various partner reimbursements for case study travel or sponsored events
• Coordinate with Enrollment Budget office to create invoices and process checks received for annual counselor events
• Request student application fee refunds from Common App when needed
• Submit vendor invoices to Enrollment Budget office for payment

• Request new vendor set-ups from the Enrollment Budget office when needed for new vendor relationships
• Submit and manage vendor and partnership contracts to the Enrollment Budget team
• Maintain Contract Tracker and PO Master and Aging spreadsheets to maintain complete records

• Manages office functions and act as key liaison with Facilities Management; ensure offices are complete with supplies and in working order; liaise with each department to maintain effective and efficient operations
• Technology and Hardware Assistance
• Purchase computer peripherals as needed
• Follow and complete acquisition and recycle computer processes with the Enrollment Budget Office

• Coordinate the administration of employee hire/termination with the Enrollment Budget team
• Update the division's organizational charts, as needed
• Provide administrative support to the vice chancellor for search committees

• Identify, recognize, and resolve problems that have established precedents
• Compile, organize, and analyze financial information and other data
• Recognize, define, and resolve unique problems using operating procedures and established precedents.
• Other duties, as assigned

The ideal candidate will possess:

• An ability to communicate effectively with excellent written, verbal and speaking skills to connect with all audiences.
• Experience with Microsoft Office applications including Outlook, Teams, One Note, Word and Excel
• Willingness to learn new systems and applications, as required
• Mathematical skillset; deductive reasoning and data analysis
• Keen attention to detail
• Strong analytical and…