Administrative Assistant for VP for Enrollment & Marketing

FUNCTION OF POSITION

Reporting to the Vice President of Enrollment & Marketing, the Administrative Assistant provides administrative support to the VP of Enrollment & Marketing performing a variety of administrative, research, coordinating, and logistical services in support of the operation of the Enrollment & Marketing Sector. The incumbent assists in the management of the information within and between the Vice President and sector leadership team. This includes keeping up to date on the team’s current activities; responding to general external and internal requests for information; and liaising with staff from other sectors

The position of Administrative Assistant to the Vice President is critical to ensuring the efficient operation of the office and Sector. This position is key in assisting the VP in managing and prioritizing competing demands for his time and attention. The Assistant is expected to use his/her judgement in deciding when to act independently and when to involve the Vice Presi

d

e

t.

The Assistant also plays an important role in assisting the VP in the punctual delivery of communications (i.e. to staff, E&M leadership team, Academics, and the Cabinet) and in being proactive in terms of planning meetings, workshops, travel, speeches, etc. The Assistant plays a coordinating and liaison role between the VP’s office and the Sector leadership team, the President’s Office, and external stakeholders of the ins

t

ituion.

ESSENTIAL DUTIES AND RES

PO

NSIBLITIES
• Establish and operate an efficient office by providing administrative support to the VP and the Enrollment & Ma

rketingSector.
• Manage the day-to-day operation and administrative activities of the VP by monitoring his schedule, following-up to ensure timely responses; preparing for and arranging me

e

tings a needed.
• Receives and prioritizes VP correspondence as requested, and takes action in drafting correspondence, and forwarding for action/or distributing for information. Responds to the VP’s electronic mail as requested by the VP (through manually forwarded messages, not through direct acce

ss to themailbox).
• May manage multiple projects simultaneously while also meeting

i

mperativedeadlines.
• Obtains, compiles and extracts information from files, publications, web, and other sources to prepare documen

ts and brieing papers.
• Organizes meetings, including but not limited to contacting participants, preparing documentation for distribution, and coordinating administrative and logistical arrangements. Following the meetings, drafts minutes and circulates to p

a

rticipants s requested.
• Prepares aspects of VP travel, as needed, from travel approval to

preparing exense reports.
• Monitor the sector budget, periodically reconciles the budget, assesses, and makes appropriate recommendations to the VP on expenditure levels and other related financial issues based on previous ye

a

rly trends an expenditures.
• Reviews and processes voucher requests and corporate credit card reconciliations; issues purchase requisitions for supplies and equipment an

d reviews requets for payment.
• Collects, reviews, and summarizes monthly reports from the VP’s sector leadership te

a

m prior to submssion to the VP.
• Assist the overall sector with activities and performs other related duties in accordance with instructions, working cohesively with the E&M le

adership team andtheir assistants.
• Participates in sector meetings, planning for meetings, drafting agendas, compiling, and distributing background documentatio

n

, and acting as rcording secretary.
• Handles confidential and sensitive material related to staffing such as documents related to staffing controls and hiring on behalf of the VP. Also assists in the orientation and departure process of employees working in the Office of the VP

, and of employees eporting to the VP.
• Maintains personnel and HR records for the Sector. Uses appropriate technologies to prepare confidential correspondence relating to personnel and other sensitive matters within the Sector, distributes it to those as

s

igned to receive itand ensures receipt.
• Sees to the designation of acting

assignments in advanc of the VP’s absence.
• Provides professional support to Sector secretaries and assistants through light onboard

i

ng and making recommedations, as requested.
• Assists with on-campus admissions and recruitment events as needed, providing logistical and oper

ational support to ensue successful execution.
• Manage the university social media presence in collaboration with the Enrollment & Marketing leadership team, ensuring strategic, consis

t

ent, and brand-aligned ontent across platforms.
• Lead the student social media team, including hiring, onboarding, ongoing communication, con

t

ent planning,

training, nd performance versight.

QUALIFICATIONS
• Professional interpersonal skills to effectively communi

cat

e with others; positive, mpathetic and team oriented.
• Strong communication skills, which include effective wri

ting and ability to articulat and express themselves well.
• Ability t

o

problem-solve and make decisons reflecting good judgement.
• Time management skills to handle multiple

projects simultaneously and proritize according to deadlines.
• Awareness of evolving social media trends, audience engagement strategies, and platfo

r

m-specific standards to assist ith public social med

ia content.
• Attention to detai with s

t

rong organization skills.
• Famiiarity with budget reconciliation.
• Flexibility to

improve and adapt to the ne

eds anddemands of the secto

r

is essntial.

EDUCATION and/or EXERIENCE
• Bachelor’s degree required.
• Minimum

3-5 years’ experience supporting C-suit, executive level

leadership preferred.
• Experience in