Type of Position: Staff - Full Time
Department: Enrollment Management
Appointment Length: July - June (12 mo)
Benefits Eligible?: Yes
Requested Part-Time Staff Hours: NA
F.T.E.: 1.00
Grant Funded Position?: No
Description of Job Duties and ResponsibilitiesThe Executive Assistant and Project Manager, provides high-level executive, financial, operational, and project management support to the Vice President of Enrollment Management and the Enrollment Management leadership team.
Serving as a key operational partner within the division, this position coordinates strategic initiatives, manages divisional projects and timelines, supports budget planning and financial operations, and helps ensure priorities move effectively from planning through implementation.
The position works collaboratively across Enrollment Management and with University partners to coordinate complex and cross-functional projects, establish timelines and deliverables, monitor progress, identify barriers, facilitate communication, and provide regular updates to leadership.
The position also manages and coordinates divisional budget and procurement activities, executive scheduling for the VP and AVP, communications, travel, personnel processes, and other administrative operations. The successful candidate must demonstrate strong judgment, initiative, organization, discretion, problem-solving skills, and the ability to independently manage multiple priorities in a fast-paced environment.
Essential Duties and ResponsibilitiesExecutive and Leadership Support- Provide high-level executive and administrative support to the Vice President of Enrollment Management and support the Enrollment Management leadership team as appropriate.
Manage the Vice President's calendar, meetings, appointments, priorities, and scheduling needs.Coordinate meeting logistics, develop agendas and materials, document decisions and action items, and monitor necessary follow-up.Prepare and edit executive correspondence, reports, presentations, briefing materials, and other communications.Coordinate travel arrangements, itineraries, registrations, and related logistics for the Vice President and Enrollment Management leadership as assigned.Serve as a primary point of coordination between the Office of the Vice President, Enrollment Management departments, University leadership, campus partners, and external stakeholders.Exercise discretion and sound judgment when managing confidential, sensitive, or time-critical information.Anticipate needs, identify issues requiring attention, gather necessary information, and assist in developing solutions before matters are escalated to the Vice President.Assist with divisional personnel processes, including full-time hires, temporary appointments, graduate assistants, onboarding, and related administrative needs.Provide coordination and administrative support for Enrollment Management leadership meetings, retreats, planning sessions, and other divisional activities.Budget, Finance, and Procurement- Coordinate divisional budget development and ongoing budget management in collaboration with the Vice President, Enrollment Management leadership, Finance, and departmental budget managers.
- Maintain comprehensive oversight of Enrollment Management budgets, expenditures, commitments, and available resources and provide regular financial updates to leadership.
- Monitor spending and identify potential budget concerns, resource needs, efficiencies, and opportunities for strategic reallocation.
- Coordinate regular budget reviews with departmental budget managers to evaluate expenditures, projections, priorities, and resource needs.
- Manage divisional procurement processes and ensure compliance with University purchasing and financial policies.
- Coordinate requisitions, purchase orders, vendor documentation, payment processing, purchasing-card activity, and other procurement functions as assigned.
- Serve as a resource to Enrollment Management staff regarding purchasing, travel, reimbursement, and other divisional financial processes.
- Coordinate expense reporting and reimbursement processes for designated Enrollment Management employees.
- Maintain appropriate financial documentation and support reconciliation, reporting, audit, and year-end processes.
- Collaborate with Finance and Procurement to resolve financial or purchasing issues affecting divisional operations.
Project Management and Strategic Initiatives- Manage and coordinate strategic projects and initiatives on behalf of the Vice President and Enrollment Management leadership team from initiation through completion.
- Develop project plans identifying objectives, scope, deliverables, milestones, timelines, responsible parties, dependencies, and anticipated outcomes.
- Maintain a centralized portfolio of Enrollment Management projects and priorities to provide leadership with visibility into project status, deadlines, outstanding decisions, risks, and next steps.
- Facilitate cross-functional project meetings and ensure decisions, responsibilities, action items, and deadlines are clearly documented and communicated.
- Monitor project progress and proactively follow up with responsible individuals and teams to support timely completion of deliverables.
- Identify project delays, barriers, competing priorities, dependencies, or resource needs and elevate issues requiring leadership attention.
- Coordinate initiatives involving multiple Enrollment Management units and University partners, establishing clear ownership and facilitating communication across functional areas.
- Develop and maintain project dashboards, trackers, implementation plans, status reports, executive summaries, presentations, and other project-management tools.
- Assist leadership with post-project assessment to identify outcomes, lessons learned, unresolved items, and opportunities for continuous improvement.
Divisional Operations and Communication- Help coordinate operational priorities across Enrollment Management and facilitate communication among divisional departments.
- Maintain divisional calendars, deadlines, planning documents, project trackers, and other tools that support effective coordination and accountability.
- Assist with preparing and distributing divisional communications, meeting materials, announcements, reports, and presentations.
- Coordinate information and materials needed for University leadership, institutional committees, meetings, presentations, and other strategic activities.
- Establish and maintain organized records and documentation for divisional projects, financial operations, contracts, personnel activities, and administrative processes.
- Evaluate administrative processes and recommend improvements that increase efficiency, consistency, transparency, and service.
- Support a collaborative, responsive, student-centered culture throughout Enrollment Management.
- Perform other duties and coordinate special initiatives as assigned by the Vice President or his/her leadership team.
Minimum Required EducationBachelor's degree or an equivalent combination of education and relevant professional experience.
Required Licenses and/or CertificationsN/AMinimum Required Qualifications- Demonstrated experience managing multiple projects, priorities, and deadlines simultaneously.
- Strong organizational and project coordination skills with demonstrated attention to detail.
- Excellent written, verbal, and interpersonal communication skills.
- Demonstrated ability to work independently, exercise sound judgment, solve problems, and appropriately escalate issues.
- Experience coordinating work involving multiple departments, stakeholders, or functional areas.
- Ability to develop and maintain project plans, trackers, timelines, reports, and other organizational tools.
- Demonstrated ability to work effectively with senior leaders and diverse internal and external stakeholders.
- Ability to handle confidential and sensitive information with discretion.
- Strong proficiency with Microsoft Office and contemporary collaboration, communication, and productivity technologies.
- Ability to adapt to changing priorities and operate effectively in a fast-paced environment.
- Commitment to excellent service and a student-centered University environment.
Preferred Qualifications- Professional experience in higher education, Enrollment Management, executive administration, business operations, project management, or a related environment.
- Experience managing or coordinating budgets, procurement, purchasing, or financial operations.
- Experience coordinating cross-functional projects from planning through implementation.
- Experience with project-management or collaborative work-management platforms.
- Experience supporting senior or executive-level leadership.
- Experience with process improvement, change management, implementation planning, or organizational operations.
- Project management training or certification.
- Familiarity with higher education administrative systems, enterprise systems, CRM platforms, or related technology.
Requisition Number: 2027032SP
Number of Vacancies: 1
Anticipated Hire Date: ASAP
Job Close Date: 10/05/2026
Open Until Filled: No
Quicklink for Posting: https://www.fairmontstatejobs.com/postings/11966 
