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Administrative Assistant, Enrollment Management

Employer
Embry-Riddle Aeronautical University
Location
Arizona, United States
Salary
Salary Not Specified
Posted Date
Aug 30, 2022

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Position Type
Faculty Positions, Business & Management, Management, Administrative, Student Affairs, Admissions, Enrollment, Retention & Registrar
Employment Level
Administrative
Employment Type
Full Time
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Job Description

About Embry-Riddle Aeronautical University:

Embry-Riddle Aeronautical University is an independent, culturally diverse institution providing quality education and research in aviation, aerospace, engineering, and other related fields with residential campuses located in Daytona Beach, Florida and Prescott, Arizona. The University's Worldwide campus provides educational opportunities online and at approximately 130 locations throughout the United States, Asia, Europe, and Central/South America.

As the largest and most comprehensive aviation and aerospace-focused university in the world, Embry-Riddle is a unique institution. Over the past 90 years, the University has evolved with industry to break new ground and produce top-level graduates who serve the ever-changing needs of aviation and aerospace and other STEM-related disciplines. Embry-Riddle offers programs in seven primary fields of study including: Applied Science; Aviation; Business; Computers and Technology; Engineering; Safety, Security, and Intelligence; and Space.

For Academic Year 2020-21, there were over 10,700 undergraduate, graduate, and doctoral students that attended the University's residential campuses and approximately 32,700 students in total enrolled with the University around the world.

The Opportunity:

The Enrollment Management Department at our Prescott Campus is currently recruiting for an Administrative Assistant for the Dean of Enrollment Management. The Department of Enrollment Management is responsible for the enrollment strategy, communications, recruitment, campus visitation, and financial aid for students to attend the residential campus located in Prescott, AZ. The administrative assistant will support the Dean, a member of the Enrollment Management Leadership Council, Campus Leadership Council and Strategic Initiative Team 2 (Enrollment) in his interactions with the Vice President of Enrollment Management, Chancellor, SVPs, the other Enrollment Management Deans, Academic Dean’s and the ERAU-PC students, faculty and staff. Additionally, this position will support 5 leadership positions that work directly for the Dean. The successful individual will be highly organized, have an outgoing personality, and be able to multi-task. Excellent interpersonal and computer skills are essential, as is the ability to project and promote a positive image of the Enrollment Management department while supporting student recruitment and student success. The individual should be a team player with a strong commitment to service and at least 3-5 years of experience providing executive-level support, preferably in an academic setting. This position will support a department of 30 plus individuals where strong organizational skills will be critical.

Responsibilities include the following:

Budget & Travel Support
  • Process all purchases, travel, and p-cards for the Dean as well as the 5 directors
  • Update EM SharePoint site with Contracts, PO’s and Subscriptions
  • Review all department expenditures
  • Run, analyze and distribute monthly department budget reports
  • Provide feedback in relation to department expenses
  • Act as a liaison between enrollment management and the University budget office
  • Perform budget reconciliation
  • Input, track and process all purchase requisitions and fulfillment.
  • Assist with Contract approvals and document collection (Bid Waiver, Sole Source letter, W-9)
Provide Administrative Support
  • Maintain and assist with the Dean’s schedule
  • Coordinate meetings
  • Compile, submit, and track expense reports for the Enrollment Management’s leadership team
  • Communicate verbally and in writing with internal and external parties
  • Take the appropriate action in response to matters assigned by the Dean of Enrollment Management
  • Order and track departmental supplies and inventories
  • Meticulously monitor and update departmental distribution lists, contact lists, emergency contact lists, departmental computer equipment lists, etc.
  • Compile monthly reports and data for the Dean with Enrollment Management activities and analysis
  • Assist with presentations and materials for mass distribution
  • POC to all Directors to gather information for reports, documentation, etc.
  • Order office supplies and materials
  • Mail and ship support materials
  • POC to Facilities department and Materials Management: submit work orders
  • Secure subscriptions and memberships
  • Order name badge, business cards, name plates
Assist with new staff onboarding.

Qualifications
  • High School diploma or GED and at least two years of prior administrative support experience
  • High degree of flexibility and strong organizational skills
  • Familiarity with budget management, expense reimbursement, departmental contracts
  • Superb communications skills and a professional demeanor; enjoy working in a forward facing role with lots of customer contact
  • Must be comfortable managing multiple projects, including overseeing staffing and schedules for students who support the campus visit program
  • Strong computer skills including proficiency with Microsoft Office Suite products such as Word, Excel and Outlook
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