Executive Administrative Assistant- Enrollment Services

About Us

Located in Georgetown, Texas, Southwestern University is an independent, four-year undergraduate institution offers a top-ranked integrated arts and sciences curriculum that incorporates the humanities, fine arts, social sciences, and natural sciences.

At Southwestern University, we are committed to fostering an environment where every individual feels respected, valued, and empowered. We believe that a thriving community is built on the strength of varying perspectives and experiences, and we strive to create an atmosphere of mutual respect and understanding. Our actions are guided by a commitment to fairness, openness, and the belief that our differences are what make us stronger as a whole.

Position Overview

Reporting to the Vice President for Enrollment Management. This role provides support to the Enrollment Services Division's management team in meeting divisional and institutional enrollment goals and objectives.

DUTIES

• Provide daily administrative support to the Vice President.
• Receive and record all written and oral communications.
• Maintain daily activity schedule and calendar.
• Provide overall project management support and office budget administration.
• Attend and maintain filing for EAC committee and Board of Trustee meetings.
• Provide essential Admission and Financial Aid correspondence including running of reports to obtain information.
• Daily processing of scholarship information including electronic release of merit letters.
• Daily processing of financial aid information including electronic release of award letters.
• Weekly processing of admission letters to include letters from the VP of Enrollment, President, and members of the Board of Trustees.
• Official letters of admission produced upon demand for Vice President of Admission and Director of Transfer Recruitment.
• Provide administrative support and activity coordination for the Enrollment Services management team including the VP of Admission, Dean of Financial Aid, Director of Enrollment Services, Director of Admission and Director of Transfer Recruitment.
• Coordinate and attend bi-monthly Director meetings and maintain agenda and minutes.
• Track budget expenditures and process purchase orders, requisitions, etc.
• Support completion of scheduled projects and events of the management team.
• Coordinate, attend and complete minutes for monthly divisional meetings.
• Reserve rooms, vehicles, etc. for various meetings, information sessions, events.
  
  

Additional Duties

• Provide assistance and backup for Visitor Relations Assistants and Information Assistant.
• Provide assistance and backup management of Student Ambassadors and their projects.
• Other duties as assigned.
  
  

Qualifications

Minimum education, experience, licenses, certifications, and competencies (knowledge, skills, and behaviors) which are necessary for performing the listed duties.

• High school diploma or equivalent.
• Minimum of 10 years of experience in office/clerical management positions.
• Excellent oral, written, and interpersonal communication skills.
• Ability to work both independently and as a member of a team.
• Proficiency in standard office software such as Microsoft Word, Excel, Gmail.
• Commitment to providing outstanding customer service including outstanding telephone etiquette and listening skills.
• Flexibility regarding changing priorities.
• Possess the ability to apply tact, diplomacy, sensitivity, and confidentiality to all situations.
• Ability to work in a fast-paced, high-pressure environment.
• Ability to attend work consistently and maintain a regular work schedule during normal business hours.
• Have knowledge, understanding, and acceptance of cultural differences and the diversity within the campus and community.
  
  

Further preferred qualifications which are also desirable for performing the listed duties.

• Two years of college, bachelor's degree or equivalent work experience.
• Five to seven years of experience in support of executive management at a college/university.
• Advanced knowledge of computer applications and software such as Slate, Ellucian, etc.
  
  

Additional Information

Starting annual salary: $48,298. The final offer for the successful candidate will be commensurate with experience and may exceed the starting annual salary.

All individuals hired are required to complete the federal employment eligibility verification process as required by applicable law.

Southwestern University is an E-Verify employer.

Southwestern University is an equal-opportunity employer and prohibits discrimination and harassment of any kind. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, or any other protected status under applicable law.

We do not discriminate in hiring on the basis of sex, gender identity, sexual orientation, race, color, religious creed, national origin, physical or mental disability, protected veteran status, or any other characteristic protected by federal, state, or local law. If you need reasonable accommodation for any part of the employment process, please contact us by email at hr@southwestern.edu.

Jeanne Clery Statement: Notice of Availability of Annual Security and Fire Safety Report— Southwestern University Annual Safety and Fire Report is available online at https://www.southwestern.edu/life-at-southwestern/safety-security/annual-security-reports/ containing mandated information about current campus policies concerning safety and security issues, required statistics, and other related information for the past three calendar years. To obtain a paper copy of the report, please call 512-863-1435.