"ASSISTANT TO VP OF ENROLLMENT MANAGEMENT & STUDENT SUCCESS"

Job Details

Position Summary

The Assistant to the Vice President of Enrollment Management and Student Success is the primary or lead divisional administrative support position and has a coordination role involving subsidiary departments. The Assistant performs diverse and complex functions with minimal supervision that requires initiative, the frequent exercise of independent judgment, and a thorough understanding of college policies, procedures, and operations. The Assistant may select, schedule, and assign and review the work of student assistants. The Assistant may assist students with inquires and maintaining student organization and club records and is entrusted with confidential records, correspondence, minutes of meetings, contracts, budgets, federal and state reports, evaluation documents, and other official College documents.

Essential Job Functions- Relieves the Vice President of operational or administrative details by recommending changes in policies or procedures, performing secretarial duties, managing the VP schedule and accessing/assisting with budget reports, clerical editing of confidential reports and office management functions, composing interpretive and/or directive correspondence and making administrative decisions on behalf of the Vice President when appropriate and within established guidelines or policy.

- Helps the division to achieve its mission by coordinating complex processes associated with work specific to the division, such as independently managing processes involving vendors and financial transactions, regularly organizing and leading projects involving subsidiary departments, independently administering College processes or divisional services requiring the use of discretion and independent judgment in making decisions that affect employees or students, managing multiple, complex, and active financial accounts, communicating sensitive information on behalf of the Vice President, etc.

- Serves as the assistant to the Vice President by providing or overseeing reception services and screening phone calls with a high degree of confidentiality; scheduling appointments, meetings, and travel; maintaining the Vice President’s calendar; preparing and proofreading correspondence, reports, and other documents prepared by the Vice President; organizing and maintaining paper and electronic filing systems; initiating recurring administrative processes; coordinating projects; assisting in the completion of reports by researching and gathering required information.

- Serves on the front line of admissions, especially during open enrollment, answering and triaging calls, making appointments for students, and answering basic questions regarding processes for application, advising course registration, and financial aid.

- Serves as the communication hub of the division by communicating information from the Vice President to others, collecting and organizing information requested by the Vice President from others, making information available to others by mail, email, telephone, and providing more complex information on processes specific to the division to faculty, staff, students, other departments, and/or the public.

- Obtains equipment, services, and supplies, determining the appropriate method to pay for goods or services purchased following College policy and procedures and utilizing the appropriate process.

- Manages and maintains all student records related to reporting of academic dishonesty and non-academic discipline. Coordinates investigative meetings and appeal procedures. Documents and logs all written student complaints and backup materials.

- Manages multiple departmental reporting activities, such as maintaining files on student organizations and clubs (including their constituents).

- Proofreads and edits the College class schedule and catalog content by coordinating with departments and divisions. Proofreads and edits other publications, reports, etc.

- Prepares adjunct and extra-contractual contracts for counselors, librarians, and learning assistance specialists.

- Coordinates financial reporting of programs or accounts of subsidiary departments by collecting required financial information, performing appropriate analysis, and preparing reports for the Vice President.Tracks the division budget, including maintaining documentation regarding expenditures and department accounts.

- Organizes, coordinates, plans, and conducts events at the request of the Vice President by securing space, equipment, food, and all necessary materials, and overseeing the event as it occurs.

- Safeguards the confidentiality of college administration by exercising discretion in communicating information to faculty, students, staff and the various publics served by the College and in maintaining comprehensive and accurate administrative records.

- Supports the administrative business functions of the department by scheduling the use of conference rooms, prepares agendas and notices, creating and distributing the minutes of those meetings, and maintaining security of equipment, files, and records.

- Supports the programs and services of the division by performing varied or related processes such as assisting the Outstanding Faculty Award Committee with the preparation, collection, and posting of nominee information, ordering recipient awards, and providing a list of nominees to Vice President of Instruction and Honors Night coordinator; coordinating the distribution of Dean’s List certificates; providing temporary handicapped parking permits for staff, and maintaining a record of staff parking permits, and ordering of supplies.

- Serves as a liaison between the Vice President and department administrators by communicating planning decisions and related information or documents affecting the subordinate administrative units within guidance from the Vice President.

- Exchanges information on behalf of the Vice President with peers, the President, and/or their administrative support staff by relaying information accurately and assuring information is communicated in a timely manner.

- Assists in the compilation and analysis of statistical data and prepares reports on data analysis related to local, state, and federal reporting.

- Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.

- Remains competent and current by attending professional development courses, software training classes, and courses and/or training sessions as directed by the supervisor or required by the College.

- Executes responsibilities in accordance with applicable laws and the organization’s policies, which includes the Code of Ethics, and supports the division by performing all other duties as assigned by the Vice President.

Requirements

Bachelor’s degree in business administration, office management, or related field; four or more years of experience as an administrative assistant; OR equivalent combination of education and experience. Ellucian Colleague System experience preferred.

Supplemental Information

**Language Skills**

Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

**Mathematical Skills**

Ability to calculate figures and amounts by addition, subtraction, multiplication, and division. Ability to apply concepts of fractions, percentages, ratios, proportions, and basic algebra and geometry to practical situations. Ability to conceptualize fundamentals of probability and statistical inference.

**Reasoning Ability**

Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

**Computer Skills**

To perform this job successfully, an individual should have working knowledge of Database software/systems; Internet software; Spreadsheet software and Word Processing software.

**Physical Demands**

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is regularly required to walk. The employee is frequently required to talk; hear; sit; use hands to finger, handle or feel; and reach with hands and arms. The employee is occasionally required to stand; stoop, kneel, crouch, or crawl. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.

**Work Environment**

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee works in a business office setting. The noise level in the work environment is usually low.