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Executive Assistant

Employer
Washburn University
Location
Kansas, United States
Salary
Salary Not Specified
Posted date
Nov 5, 2021

View more

Position Type
Administrative, Academic Affairs, Academic Administration, Business & Administrative Affairs, Business & Administrative Support, Other Business & Administrative Affairs, Student Affairs, Admissions, Enrollment, Retention & Registrar, Executive, Executive Directors
Employment Level
Administrative
Employment Type
Full Time
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Position Details

Position Title

Executive Assistant

Position Number

000517

Position Summary

The Executive Assistant for the Office of the Executive Director of Enrollment Management at Washburn University is responsible for providing critical, high-level executive administrative support and organization to the Executive Director, a member of the University President’s Executive Team. The Executive Assistant oversees the activities of the office and provides support as appropriate. Enrollment Management includes several of the critical student-focused departments at Washburn, including Admissions, Financial Aid, the Registrar’s Office, Strategic Marketing and Communications, the Student One-Stop, and Student Transition and Family Engagement. With the high expectations placed on the unit, the position is poised to work as part of a diverse team of directors and liaison between the directors, faculty, staff, and the Executive Director’s office. Building and maintaining professional relationships is vital to the Executive Assistant’s ability to fulfill this role successfully.

Essential Job Functions of Position

The Executive Assistant provides executive-level administrative support and organization to the Executive Director ( ED ) , which includes,
  • maintaining the ED’s calendar, scheduling appointments, and consultations,
  • assembling relevant documentation and information to facilitate the ED’s involvement in meetings and special events,
  • scheduling travel arrangements, preparing travel reports, payment, registration, and additional travel-related items, and
  • assisting the ED with organizing and facilitating Unit leadership meetings and retreats.
The Executive Assistant is primarily responsible for the communications produced and distributed by the Enrollment Management office and works closely with staff to ensure effective communication is built and maintained with students, other Enrollment Management offices, and university departments, and will
  • locate, collect and update information in the Enrollment Management Unit’s section of the undergraduate and graduate catalogs, Registration Information Guide, Board of Regents Book/Orientations, and other publications relating to the unit, or as appropriate,
  • produce reports including annual for the Board of Regents, or as requested by foundations, such as the Bryden and Finnup Foundations, or other university departments,
  • execute proper correspondence on behalf of the office per established policies and procedures,
  • perform the necessary research, compile information and documentation to assist staff in responding to students who appeal Financial Aid and Tuition Waiver decisions, making sure response is provided in a professional, courteous and timely manner,
  • provide professional, courteous, and timely communication to students, families, visitors, faculty, and staff who contact the office, if needed, collaborate with other departments to supply the most relevant information and respond as appropriate or refer the question or individual to the appropriate staff member or department for assistance.
The Executive Assistant manages, coordinates, and oversees the functions of the office; this involves routine administrative support functions such as,
  • organizing and maintaining office files, reviewing, sorting, and forwarding incoming and outgoing correspondence, proofing and initiating correspondence for staff,
  • provide office reception in the absence of other admin support staff,
  • maintain inventory of office supplies, handle membership accounts for state and national organizations management staff,
  • record, transcribe, and distribute meeting minutes as assigned or requested,
  • update appropriate records in the department’s software program,
  • compile and develop a monthly report to the Chief of Police and Director of Residential Living on the status of registered sex offenders who are enrolled at the University,
  • responsible for the office/unit’s display of hospitality for events or special occasions, individuals(gift inventory, ordering plants, flowers),
  • maintain keys for areas with restricted use (providing and collecting keys for use by individuals who are authorized to use them),
  • recruit, select, train, schedule, and lead student workers evaluating their performance, and
  • cross-train with the other Executive Assistant that shares the large office suite.
The Executive Assistant is the liaison for the Enrollment Management Unit and the Concurrent Enrollment Program and serves as primary contact for the high school counselors regarding CEP,
  • travels to local high schools annually to build re-pore and share information, works with area high school counselors to develop communications and enrollment processes in the Concurrent Enrollment Program ( CEP ),
  • schedules and attends CEP meetings at the beginning and end of each semester to review procedures and make any adjustments needed,
  • designs and updates enrollment applications, schedule change forms, and other supporting documentation,
  • updates and maintains the CEP website, including new forms and testing information and the language to reflect any procedure changes and tuition changes,
  • monitors and collects signed CEP rosters from all area high schools for payment purposes and collaborates with staff to construct CEP communications and tutorials for parents and students, and
  • answers questions that may arise from the high schools.
The Executive Assistant facilitates most events for the office and,
  • works with other University staff and offices, and vendors to organize and handle all details for various events, on and off-site each year,
  • follows-up with students and guests who were unable to attend scholarship receptions, providing programs and certificates,
  • serves on other committees and assists in organization, planning, and coordination of special events,
  • is responsible for gathering needed information to initiate scholarship application/nomination processes,
  • generating correspondence, assembling and mailing packets to potential applicants or nominators to invite applications and nominations as appropriate for each scholarship,
  • compiling applications/nominations for Executive Director review, providing feedback as requested, notifying recipients of scholarship awards and extending invitations to banquets and ceremonies,
  • collect, develop and format scholarship award annual reports for the President and Washburn University Foundation.
Perform additional job-related duties as assigned or as appropriate.

Non-Essential Job Functions of Position

Education and Experience

High School diploma, GED, or equivalent. Four years of experience providing administrative support or three years of experience providing administrative support and completion of a course of study at the post-secondary level in office Management/Support or two years of experience providing administrative support and a college degree

Preferred: Experience working in a higher education environment.

Knowledge, Skills & Abilities

Proven ability to provide effective customer service and communication skills. Ability to work collaboratively in a fast-paced, complex environment. Demonstrated competence with data collection, retrieval, and management. Proficient in Microsoft Office Suite.

Demonstrated ability to work with minimal supervision and be a team player. Proven organizational and problem-solving skills. Detailed oriented. Ability to establish and maintain effective professional relationships with diverse and inclusive constituent groups. Proven history of recognizing and maintaining confidentiality.

Preferred: Working knowledge of Ellucian.

Licenses, Certifications & Registrations

Additional Requirements (e.g. Physical Demands)

Campus Security Authority

Yes

Special Instructions to Applicant

Advertised Pay

$20.72 hourly (Potential for higher rate based on experience/qualifications)

Work Schedule

Regular Business Hours, Other - occasional evenings with events

Benefits

Full-time/Part-time

Full Time

Average Hours per Week

40

Months per Year

12

FLSA

Non-Exempt

FTE

1

EEO Statement

Washburn is dedicated to providing a student-centered and teaching-focused academic environment and a curriculum that engages the diversity of human experience across the globe. We seek candidates committed to Washburn’s efforts to create a climate that fosters the growth and development of a diverse student body. We encourage applications from members of groups that have been historically underrepresented in higher education. Application materials should clearly articulate how the candidate will contribute to the University’s commitment to diversity and inclusion.
Washburn University is an EOE . Washburn University provides equal access to and opportunity in its programs, facilities, and employment without regard to race, color, religion, age, national origin, ancestry, disability, sex, sexual orientation, gender identity, genetic information, veteran status, or marital or parental status.

Posting Number

S0302P

Background Check Required?

Yes

Driving History Checked?

No

Drug Screen Required?

N/A

Anticipated Start Date

12/01/2021

Position End Date (if temporary)

For earliest consideration apply by

11/18/2021

Posting Close Date

Open Until Filled?

Yes

Quick Link for Direct Access to Posting

https://washburn.peopleadmin.com/postings/4085
Supplemental Questions

Required fields are indicated with an asterisk (*).

  1. * Do you have a high school diploma, GED or equivalent?
    • Yes
    • No
  2. * Do you have four years of experience providing administrative support or three years of experience providing administrative support and completion of a course of study at the post-secondary level in office Management/Support or two years of experience providing administrative support and a college degree?
    • Yes
    • No
Documents Needed to Apply
Required Documents
  1. Resume
Optional Documents
  1. Cover Letter


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