Executive Assistant, Division of Enrollment Management

General Summary

This is a blended administrative support position with approximately 60% of effort spent on general office support and administrative tasks and 40% dedicated to enrollment management special project development, support and coordination. The position provides varying levels of support to Divisional staff in its five operating units - Financial Aid, International Partnerships, Admissions, Enrollment Marketing, and Online Enrollment.

Principal Duties and Responsibilities

• Handle administrative functions for the Vice President of Enrollment including, but not limited to: schedule meetings and appointments, make travel arrangements, develop correspondence, and provide executive support.
• Handle office manager functions including, but not limited to: answer phones, file/copy, make routine office purchases, review and approve time sheets, resolve problems, train staff on equipment use, coordinate technology purchases/updates/training, and hire/supervise/mentor student employees.
• Staff the Enrollment Management front desk: welcome visitors, direct traffic, coordinate mail, and provide a professional and friendly first point of contact for the division.
• Prepare, organize, and coordinate agendas for all meetings, ensuring comprehensive and timely distribution to all participants.
• Assist in coordinating and managing contracts with vendors, consultants, and other external partners involved in enrollment management initiatives. Ensure that contracts are reviewed, negotiated, and executed in compliance with organizational policies.
• Work with divisional employees to encourage understanding and compliance with EMU?s policies and procedures. Monitor compliance and provide support as needed.
• Responsible for budget oversight for the Division of Enrollment and several operating units, including, but not limited to: budget tracking, invoice payments, reconciliation of records, regular budget reports/discussions with directors, and expenditure planning/forecasting.
• Provide support for Enrollment Management activities including, but not limited to: coordinate event logistics, staff enrollment events, develop/format support materials, and develop/monitor analysis/metrics.
• Write/edit a wide range of documents, reports, policies, procedures, and presentations, which may involve research, analysis, chart development, and complex formatting, with a variety of audiences in mind.
• Work with Vice President for Enrollment and divisional directors on strategic planning and implementation activities including, but not limited to: discuss current culture and issues, participate in planning future direction of division, and monitor divisional activities and how they relate to the Division of Enrollment?s strategic plan.
• Work with Vice President for Enrollment and divisional directors on staff morale and professional development activities including, but not limited to: positively represent the Vice President of Enrollment?s philosophy and support their goals for the division, provide positive guidance/support to staff, provide staff onboarding and offboarding support, plan staff meetings with professional development and team-building activities, track annual performance evaluation status for divisional employees and provide training as needed, and plan/coordinate other social activities for the division.
• Participate on university committees, special projects, and at events as assigned.

Minimum Qualifications

An associate?s degree in Business Administration or a related field is required. (Four years? administrative/office management, well-developed communication, planning, organization, reasoning and problem-solving skills acquired through the completion of an associate?s experience supporting a senior level administrator is equivalent to possessing an associate?s degree). Five years of experience in the performance of progressively more responsible office management and administrative work is required. Experience working in a fast-paced environment -- education, recruitment, outreach, advising or related field is required. Knowledge and skill working with a CRM, Banner, Concur, scheduling software, or other outreach technology tools is required. Experience developing and formatting materials, including emails, presentations, and reports. Experience developing presentations and reports, including mass production of internal/external communications. Familiar with implementation of process improvement programs and quality systems is required. Personal computing skills, including working knowledge of word processing and spreadsheet software applications are necessary. (Knowledge of Microsoft Word, Excel, and PowerPoint is required.) Excellent and proven abilities at PowerPoint development, including integration of video and graphic elements into presentations is required. Knowledge and ability to troubleshoot computer issues and provide basic computer support is required. A specific typing speed may be required, depending on department needs.

Preferred Qualifications

A bachelor's degree in business administration, education, communications or information technology (or a field providing similar skills) is preferred. Knowledge of legal and ethical standards in higher education admissions and financial aid, including NCAA, Mid-American Conference, and EMU policies, rules, regulations, and operational procedures is preferred.