Administrative Assistant IV - Admissions

Position Summary

The Administrative Assistant provides administrative and operational support to the Vice Provost (VP) and the Assistant Vice Provost (AVP) & Chief of Staff for Enrollment Management. This position is a highly visible one and is a key point of contact for prospective students, parents, staff, faculty, visitors, campus partners and external contacts that frequently interface with the Office of the Vice Provost.

Job Description

Primary Duties & Responsibilities:

• Serves as the primary coordinator and manager of the Vice Provost’s and Assistant Vice Provost’s complex calendars and schedules.
• Coordinates high-level meetings including times, locations, and agendas.
• Ensures timely response to meeting requests to ensure optimum utilization of their time. Plans and organizes agendas for meetings chaired by the VP or AVP, including the weekly leadership team meeting, periodic divisional meetings, retreats, and enrollment planning meetings.
• Organizes records and materials necessary for preparation for meetings, taking of notes, and assisting with follow-up after meetings.
• Creates VPs recruitment travel schedule including coordinating high school visits, panels, and special events for trips that last a week or more. Arranges for air and ground transportation, lodging, and activities.
• Completes expense reports through Workday.
• Provides a range of administrative support to the Vice Provost & Assistant Vice Provost including but not limited to: executing travel arrangements; drafting correspondence; coordinating requests, invitations, inquiries and responses on behalf of the office; assisting with search committees for positions reporting to the office.
• Develops procedures to keep the VP & AVP apprised of departmental and University events for the purpose of determining participation and extent of involvement.
• Manages and tracks the flow of office communication including phone calls, correspondence, and email to ensure outstanding customer service.
• Assists prospective students, parents, visitors and university personnel by providing information, handling issues, and resolving or referring matters as appropriate.
• Arranges for urgent issues to be handled by appropriate staff in the VP’s or AVP’s absence.
• Investigates issues and recommends solutions. Understands the Washington University culture and available resources in order to advise and assist in all matters.
• Collaborates with assistant to Assistant Vice Provost for Admissions to co-manage customer service for prospective students and families that are within the direct territory of the VP & Executive Director of Admissions.
• Undertakes special projects as directed by the VP and AVP, including research, management of strategic projects that cross the division, planning of divisional planning meetings, planning of divisional events including locations, catering, and guest speakers.
• Assists in the VP and AVP in the development and preparation of speeches and presentations, including performing research as needed on relevant topic areas, creating and modifying power point presentations, and assisting with talking points.
• Provides support related to VP’s involvement in professional admissions & financial aid associations.
• Perform other duties as assigned.