Executive Assistant, Enrollment Management

JOB DESCRIPTION

Job Title:

Executive Assistant, Enrollment Management

Department:
Enrollment Management & Student Success

Position

Reports to:

Vice President, Enrollment Management

Position Class/Position Type:
Exempt, Full-Time, Primary Position

Job Summary:

The Executive Assistant, Enrollment Management, provides direct support to the VP, Enrollment Management. This role will coordinate and manage executive scheduling, prepare and organize important meeting materials and presentations, coordinate departmental budgets, in addition to the daily management of the office. Ability to manage multiple issues with a capacity to prioritize responsibilities and manage deadlines, able to work with confidential information with discretion.

Strong interpersonal, communication (including good writing and proofreading skills), diplomacy, and organizational skills required. Advanced skill in Microsoft Office suite (Word, Excel, PowerPoint, and Outlook) necessary. Proactive and independent approach to work; team player with a strong sense of ownership needed. Demonstrated ability to focus on details with accuracy. Ability to work independently

Supervisory Responsibilities:

* Supervises the Enrollment Management Office Associate

* Monitor and coordinate workflow and work assignments.

* Delegate and distribute tasks

* Approve times offs and timesheets

* Recommends professional trainings

* Evaluates performance

Duties/Responsibilities:

* Serve as the liaison and point of contact for the Vice President, Enrollment Management

* Provide high level administrative support including drafting and managing correspondences, scheduling appointments and managing the executive's calendar.

* Organize travel, reconcile expenses and compile reports

* Conducts research on a wide variety of complex information requested by the VP

* Briefs the VP prior to meetings and events

* Ensure the Enrollment Management leadership team are staying up to date and meeting deadlines

* Uses the highest discretion regarding sensitive matters when maintaining confidential files, electronic records, and the VP of Enrollment Management's calendar and emails

* Plan, budget, coordinate, and monitor projects requested by department leadership; define project scope, estimate cost, duration, and resources, establish goals and objectives, maintain accurate records of expenses, track progress completion, and identify metrics of success

* Creates/prepares correspondence, reports, graphs, spreadsheets in MS Office software:
Word, Excel, PowerPoint, Project, Outlook

* Prepare ad-hoc and routine reports on Enrollment Management,; coordinate with department leadership on budgeting future expenses

* Answer phones and direct calls appropriately

* Independently researches a wide variety of complex information requests

* Responsible for attending meetings and taking minutes when requested

* Plan for office renovations and recommends improvements of offices and office furniture.

* Serves as a liaison and point of contact for human resources matters by maintaining records of new hires, transfers, terminations, changes in job classifications, merit increases. Document human resources actions by completing forms, reports, logs, and records. Assist with human resources processes within the department including performance reviews, recruitment, interviews and any other HR administrative tasks as needed

* Manage space assignments, ensuring space plans are updated

* Handle arrangements for meetings, travel, and functions including facility arrangements, food, receptions, etc.

* The position will hold office on campus with some flexibility for home assignments

Required Skills/

Experience:

* Excellent verbal and written communication skills

* Excellent time management skills

* Strong analytical and problem-solving skills

* Ability to prioritize tasks and to delegate them when appropriate

* Maturity to handle sensitive and confidential information

* Comfortable interacting with high-level executives

* A team player capable of cultivating productive working relationships

* Resourceful, can-do attitude

Education, Certificates, Licenses, and

Experience:

* Bachelor's degree preferred

* Three to five years' prior experience in supporting a senior executive or team

* Excellent computer skills, including MS Office suite

Physical Requirements:

* Must be able to lift and carry equipment and supplies weighing up to 20 pounds.

* Must be able to bend, stoop, and reach.

* Manual dexterity to efficiently operate a computer keyboard and other business machines.

* Adequate hearing to communicate effectively in person and by phone.

Important Note:

This is not an exhaustive list of all responsibilities, duties, and/or skills required for this position. The University reserves the right to amend and change responsibilities to meet organizational needs.

To Apply:

Interested candidates are asked to submit a resume, cover letter and list of references with this application.