Staff Assistant, Assistant to the Vice President for Enrollment Management

About Worcester State University:

WORCESTER STATE UNIVERSITY is a liberal arts and sciences university with a long tradition of academic excellence dating back to 1874, as well as an Affirmative Action/Equal Opportunity Employer that seeks to reflect the diversity of its community. Our workforce is dedicated to academic quality, student-centered programming, engaged citizenship, open exchanges of ideas, diversity and inclusiveness, and civility and integrity. We are looking for job applicants who share these values and commitment to our students.

Worcester State is centrally located in Massachusetts, about an hour's drive from Boston, Springfield, and Providence, Rhode Island. Our 58-acre campus is nestled in the residential northwest side of Worcester--the second largest city in New England and home to 37,000 college students at more than a dozen colleges and universities. Over 6,000 of those students attend Worcester State--approximately 5,300 are undergraduates and 1,000 are graduate students. Learn more about us at worcester.edu/about .


Job Description:

OFFICIAL TITLE: Staff Assistant, Assistant to the Vice President for Enrollment Management
SUPERVISION RECEIVED: Vice President for Enrollment Management
SUPERVISION EXERCISED: Subordinate classified personnel and student workers, as assigned

General Statement of Duties: The Assistant to the Vice President for Enrollment Management provides administrative support to the Vice President, assisting with duties pertinent to the running of the division effectively.

Responsibilities:

(E) = Essential

1. (E) Coordinates the preparation and organization of fiscal year financial plans, budget requests, budget transfers, financial reports, purchase orders, purchase requisitions, purchasing card statements, and other budgeting and purchasing items/tasks.
2. (E) Manages the Vice President's schedule, including assessing the urgency of all requests for appointments, meetings, invitations, etc., and acquiring all information and background materials necessary for the Vice President to prepare for and attend appointments, meetings, etc.
3. (E) Arranges travel for the Vice President and others in the Enrollment Management Division, including the processing of all travel documents, expense reports, reimbursements, etc.
4. (E) Manages meetings and events for the Division, including room reservations, food orders, parking needs, items needed for meetings and events, etc.
5. (E) Serves as a liaison between the Vice President and members of other divisions of the university, other divisional vice presidents, the President of the University, and outside agencies such as the Department of Higher Education.
6. (E) Sets up and maintains effective record keeping systems for the Enrollment Management Division, including a mostly electronic system of record keeping.
7. (E) Maintains the internal and external websites for the Division of Enrollment Management, in conjunction with staff in the Marketing Department.
8. (E) Coordinates and attends multiple meetings for the Enrollment Management Division, including scheduling, recording and distributing minutes, assuring follow-up actions are taken, etc.
9. (E) Serves as receptionist for the Enrollment Management Division, appropriately assisting visitors, answering phone calls, responding to and/or forwarding inquiries to appropriate parties for action.
10. (E) Reviews documentation and files for completeness and accuracy; verifies data and forwards documents/forms for action.
11. (E) Assists in the development of divisional and university-wide reports.
12. (E) Writes correspondence and reports, makes copies of forms and documents, sends/retrieves faxes, and processes printing orders.
13. (E) Performs multiple and varying tasks using a personal computer and various computer programs, including but not limited to maintaining shared databases, using Google Drives for storage, managing data in the student information system called Colleague, managing imaged documents in ImageNow, running reports in WebI, and using Microsoft Word, Excel, PowerPoint, Outlook, and Access. Learns new software as needed.
14. (E) Maintains appropriate levels of disposable supplies by maintaining inventory, placing orders, verifying receipt, and organizing appropriately.
15. (E) Handles confidential matters relating to University, the Division of Enrollment Management, and other matters as may arise.
16. (E) Demonstrates civility and professional, customer-service oriented behavior, worthy of emulation by other staff and students. Works actively with other areas of the university to ensure a spirit of university-wide collaboration, collegiality, civility, and teamwork.
17. (E) Practices honesty, integrity, sound judgment, tact, and respect in all aspects of one's work.
18. (E) Serves on committees as assigned.
19. (E) Performs occasional night and weekend work.
20. (E) Performs other duties as assigned, including but not limited to duties for the Enrollment Management Division, Office of Admissions, Office of the Registrar, Retention Office, Financial Aid Office, Marketing Office, Communications Office, Printing and Publishing Office, and Switchboard.
21. (E) Responsible for contributing to the WSU Strategic Plan.
22. (E) Responsible for contributing to Equal Opportunity/Affirmative Action objectives.
23. (E) Exercises sound judgment in a multi-tasking environment.
24. Performs other duties as assigned.

Requirements:

Required Qualifications:

• 3 or more years of administrative experience in an office setting with knowledge of general office procedures, practices, and computer usage.
• Excellent computer skills, including extensive experience utilizing Google (Docs, Sheets, Gmail, etc.) and Microsoft Office programs (Word, Excel, Access, Outlook, and PowerPoint).
• Ability to work effectively and to maintain satisfactory working relationships with faculty, staff and students and the public from a variety of diverse backgrounds.
• Exceptional oral, written and interpersonal communication skills and ability to compose correspondence and reports.
• High level organizational skills and attention to details with ability to effectively prioritize a challenging workload and multiple tasks.
• Ability to work independently, use initiative, and make decisions quickly using sound judgment.
• Ability to work under deadlines and adapt to changing priorities.
• Ability to successfully pass a thorough background check and CORI check.
• Ability to perform the essential functions of the position with or without reasonable accommodation.

Preferred Qualifications:

• Associate's degree and/or Bachelor's degree
• Experience working in higher education.
• Experience with complicated budgets, contracts, purchase orders, requisitions, credit card reconciliations, and/or travel reimbursements.

Additional Information:

This is a full-time, benefited, non-unit professional position. The firm starting annual salary range for this position is $45,000 - $55,000, commensurate with relevant professional experience and education.

Here at Worcester State University, it is strongly recommended that all employees be vaccinated against COVID-19 before they begin employment.

Worcester State University offers a competitive benefits package that includes:

• a choice of 9 different pre-taxed, health insurance plan options
• a choice of pension or 401(a), and supplemental plan retirement options
• life insurance up to 8x the annual salary
• long-term disability coverage
• dental insurance
• 20 vacation days accrued per year
• 15 sick days accrued per year
• 5 personal days per year
• paid holidays
• tuition remission for self, spouse, and dependent children
• and more...

We are an equal opportunity/Affirmative Action Employer. M/F/D/V. Members of traditionally underrepresented groups are strongly encouraged to apply.


Application Instructions:

Applicants must apply online and may do so by visiting www.worcester.edu/careers, and submitting a cover letter, resume, and the contact information of three professional references.

For assistance with uploading materials, log a ticket via the HelpDesk link, or contact us directly at 508-929-8053.

URL: www.worcester.edu