Executive Assistant to the Vice President of Enrollment

Position Summary:

This is an exempt, part-time (30 hours per week), 12-month position that reports directly to the Vice President of Enrollment Management. The role involves supporting administrative functions for the VP and managing the operations of a shared office. The ideal candidate will be well-organized, have strong time management skills, take initiative, and act without guidance. They will have the authority to make appropriate decisions as needed. Flexibility and adaptability are key, as well as being a creative problem-solver with a knack for efficiency and processes. The candidate should be a self-starter who enjoys figuring out how an organization works and getting things done. They should be organized and proactive in assisting with matters within their domain.

Job Description:

Support the Division of Enrollment Management and the functional Departments with regular tasks that may include:  

• Develop and maintain a system for managing budget records, funding requests, reconciliations, and transfers and prepare quarterly budget reports 

• Manage personnel processes and maintain digital records for supplemental pay, new employee search and hiring, on-boarding, and employee evaluations.  

• Schedule and coordinate division-wide trainings, as needed.  

• Provide front-line assistance in greeting visitors, answer phones, and responding to emails during peak times in a professional and friendly manner  

• Coordinate data, reporting, and student lists related to outreach, retention, or special initiatives 

• General administrative support such as: sorting and distributing mail, maintaining office appearance, ordering office supplies, scheduling maintenance, filing, and archiving, approving annual and sick leave reports, managing p-card statements, paying institutional membership fees, running errands, and making deliveries as needed 

 

Coordination of programs or initiatives to support the Division.  

• This includes planning and scheduling activities, developing processes, facilitating communication and collaboration, maintaining documentation and reporting on progress and outcomes.   

• Provide logistical support for the Orientation, Commencement and other key events and programs, this may including coordinating multiple offices, managing event details, schedules, transportation, day-of support, etc.  

• Specific program coordination duties could include Workday software training workshops, Retention data collection, Annual Security reporting, and more.  

• Provide administrative support for using software to support college functions, including Workday and Slate. 

• Update and maintain relevant information, including the Student Handbook, Academic Handbook, Policy Library, appropriate forms, and webpages.  

 

Provide administrative support for the Vice President of Enrollment Management:  

• Triage and prioritize incoming issues and demands addressed to the Vice President 

• Communicate directly and professionally, on behalf of the Vice President, to community members, departments, other institutions, community partners, and all interested parties.   

• Manage the Vice President’s