Executive Assistant to the Associate Vice President for Enrollment

Position Title: Executive Assistant to the Associate Vice President for Enrollment.
Department: Enrollment.
Classification: Exempt.                             
FTE: 1.0.
Work Schedule: Monday-Friday, 8:00 a.m. – 5:00 p.m.; some evening and weekend hours required for special events, travel up to 5% of work schedule, which includes local (Twin Cities metro area) and regional travel.
Salary Range: $52,000 - $58,000.

Essential Job Duties:

• Administrative Support.
  • Provide administrative support to the Associate Vice President for Enrollment, Director of Financial Aid, and Director of Admissions.
  • Support the Vice President in the planning and staffing of monthly divisional meetings and regular divisional leadership team meetings. Coordinate meetings and prepare agendas, handouts, and presentations.
  • Support hiring managers by coordinating job postings, interviews, and onboarding support for new hires, standardize onboarding/offboarding practices across the division, and assist with student hiring paperwork and data management. 
  • Manage the AVP’s calendar and travel arrangements.
  • Assist with phone, chat, text, and email communications.
• Vendor and Budget Oversight Management.
  • Monitor, manage, and reconcile the operating expense and revenue budgets for Admissions and Financial Aid. 
  • Generate monthly reports to ensure proper use and allocation of funds and communicate results of monthly analysis with the AVP and senior staff in the division.
  • Process invoices and expense reports.
  • Manage vendor contracts, which have a combined value of more than $500,000, including preparation of documents for contract review process.
  • Work with division staff to ensure on-time processing and payment of invoices and compliance with contract terms.
• Enrollment Events.
  • Plan, manage and execute counselor campus visit events and programming in collaboration with partner colleges.
  • Assist with flights and other logistics for the student fly-in program. 
  • Coordinate the logistics and contracts for off-campus events for prospective and admitted students.
  • Assist with logistics regarding virtual admissions events, working in collaboration with admissions officers.
  • Support admissions visit team on visit day events like Minnesota Private College Week, Fall Visit Days, and Admitted Student Days.
• Support, respect, and commit to embracing diverse backgrounds, values, and points of view to build a strong and inclusive community.
• Complete and meet deadlines for required training and performance management cycle.
• Perform other duties as assigned.

Supervision Received and Exercised:

• Reports to the Associate Vice President for Enrollment.
• This position does not supervise staff or students.

Required Qualifications:

• Education: Associate degree or equivalent work experience.
• Experience: 3+ years of administrative experience in positions with increasing levels of responsibility; demonstrated experience working with and supporting senior/executive level staff; intermediate to advance skill with the Google Workspace suite or Microsoft Office suite.

Preferred Qualifications:

• Education: Bachelor’s Degree.
• Experience: 5+ years of administrative experience; Higher Education experience.

Prerequisites:

• Employment in this position is conditioned upon successful completion of a background check which may include: criminal background checks, reference checks, verification of work history, verification of any required academic credentials, licenses, and/or certifications, a motor vehicle check, verification of DOT certification, a credit check, employment eligibility verification, and/or a pre-employment physical. Whether a background check is deemed successfully completed will be at the sole discretion of St. Olaf College.  Please note, St. Olaf College reserves the right to conduct periodic background check