Vanguard University
Executive Assistant - Enrollment Management
Department of Enrollment Management
POSITION SUMMARY:
The Executive Assistant provides high-level administrative support
for and reports to the Vice President for Enrollment Management
(VPEM). Supervises Enrollment Management administrative assistant.
As directed by VPEM, may assist Enrollment Management (EM)
management team and units.
ESSENTIAL FUNCTIONS:
Supervise EM administrative assistant and oversee management of
EM lobby.
Manage VPEM calendar and day-to-day operations of the Office of
Enrollment Management including successful preparation for meetings
and functional timeliness and efficiency. Schedule appointments and
meetings including facility and catering logistics. Attention to
scheduling complications and successful resolution.
Prepare weekly VPEM President's Cabinet binder with agenda,
supporting documentation and minutes
Receive, screen, direct and distribute incoming VPEM
communication and correspondence - phone, email and mail -
including frequent vendor solicitation. May include assistance with
such for EM administrative assistant.
Maintain effective and current paper filing system and
annual/historical admissions print collateral archives
Serve as EM designee on institutional committee(s) as directed.
May include, but not be limited to, University Risk Management
Committee.
Serve as budget manager for VPEM for unit budgets. Process and
reconcile purchase order, accounts payable, travel reimbursement,
gift card, cash advance, petty cash and procurement (credit) card
purchases. Reconcile all against myVU and resolve account issues.
Manage EM postage account and request postage for meter as
needed.
Monitor EM administrative assistant standard office and
hospitality supply ordering. Complete EM giveaway purchasing as
directed by senior management.
Complete off-campus event (e.g. college fair, conference)
registration for EM. Handle logistics including space and catering
and/or travel arrangements as directed by VPEM or senior
management. Plan and schedule high-profile constituent and/or
vendor meetings and events on campus including space and catering.
Draft and distribute agenda and meeting documents including Outlook
appointments.
Manage contracted vendor relations including annual renewal and
service fulfillment. Schedule quarterly progress meetings.
Manage inquiries and research background information regarding
admission and/or financial aid issues elevated to VPEM and/or
President
Work with confidential documents, files and issues including
tracking and remarks in institutional database(s)
Perform technical, detailed administrative work including
proofreading and editing in Word; data entry and calculation in
Excel; basic document copying, scanning and filing; coordinating
mailing service for print collateral; and attending and recording
meeting minutes as assigned
Assist with annual data collection for surveys; direct cost
institutional comparison; and peer institution benchmarking
research. Format enrollment data for internal distribution. Upload
enrollment data to federal and professional organization external
portals.
Manage communication, organization relationship and processes
related to denominational scholarship and tuition exchange programs
under direction of VPEM and/or director of undergraduate
admissions.
Serve as an EM website content manager with editing permission.
Make edits as directed including but not limited to recruitment
travel web pages.
Provide administrative support to Enrollment Management units
as directed
Identify risks to the organization within the department and
discuss risk reduction options with immediate supervisor.
Additional duties as assigned
MINIMUM QUALIFICATIONS:
Baccalaureate degree required
3 or more years of progressive administrative support
experience. Preference given to candidates who have worked in
enrollment management, higher education, sales and/or marketing in
a fast-paced environment.
Demonstrated computer proficiency in Microsoft Office.
Experience with enterprise/student information system and customer
relationship management system (complex databases) preferred.
Exceptional organizational skills and the ability to work
independently with minimum supervision
Ability to professionally, concisely and effectively
communicate (i.e. interpersonal, written and spoken communication)
with a variety of constituents (i.e. students, families, staff,
faculty, trustees, professional organizations, media, vendors)
Ability to handle complaints and assist in conflict management;
maintain a calm, diplomatic presence in stressful situations
Absolute preservation of confidentiality in the management of
communication, data and records related to all aspects of
University business
Knowledge and acceptance of principles and philosophies of
Vanguard University, its programs, and requirements
SALARY:
Full-time position.
$55,100 to $67,350 (Annual) / $26.49 to $32.38 (Hourly)
Placement within the salary range is commensurate upon education
and experience. Posted salary range reflects anticipated hiring
scale for the position. Vanguard University also offers a very
competitive and generous benefits package.
EXA820
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To apply, please visit: https://www.vanguard.edu/resources/human-resources/vu-careers/~board/hr-open-positions/post/exa820
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