"Executive Assistant for the Vice President of Enrollment Management"

Executive Assistant for the Vice President of Enrollment Management

Company:
University of Oklahoma

Job Location:

Category:
Executive Assistants

Type:
Full-Time

Job Number:
260008

Organization: Academic Records

Job Location: Oklahoma-Norman-Norman Campus

Schedule:

Work Schedule: 8am to 5pm, Monday - Friday

Work Type: Hybrid

Salary Range: Targeted salary: $60,000 annually, based on experience

Benefits Provided: Yes

Required Attachments: Resume, Cover Letter

Job Description

As a vital member of Enrollment Management, this role provides professional administrative assistance to the Vice President of Enrollment Management and performs office management duties essential to the Division of Enrollment Management's day-to-day operation. The duties of this employee are integral in our continued efforts to provide student-centered enrollment support throughout all stages of a student's educational journey.

We need someone who exhibits:

Integrity: Accountability for doing the right thing by exercising good judgment and honesty. Ability to create a safe environment for students, families, and team members. Must possess a high level of emotional intelligence and self-awareness. Transparency and thoughtfulness in communication.

Care: Prioritization of creating the best experience possible for each person we encounter and at every step of the student experience. Providing service to others by being friendly, welcoming, and approachable. Commitment to collaboration and to being a team player with a positive attitude.

Intentionality: Strong work ethic and contribution to the excellence of the Division of Enrollment Management, and OU; self-motivation. Consistency in meeting deadlines and responding in a timely manner.

Innovation: Possession of a natural curiosity to learn and a continual pursuit of personal and professional growth in the field of college enrollment management. A focus on innovation, displaying an understanding of positive change and possessing a strong analytic ability. Efficiency by researching best practices, making creativity a priority.

Scope of Position

Executive Support & Operations:

• Provide professional administrative assistance to the Vice President of Enrollment Management.
• Manage the Vice President's calendar, appointments, and scheduling priorities.
• Ensure Vice President action items are tracked and completed; help prioritize projects and strategic plan deliverables.
• Prepare travel arrangements and process related expenses.

Meetings, Events, & Logistics:

• Organize meetings and events: schedule, prepare materials, send reminders, and coordinate logistics.
• Provide meeting support, including agenda preparation, note taking, and follow-up tasks for division and department meetings.
• Assist with Enrollment Management leadership meetings and trainings.
• Contribute to the management of the Jones Family Welcome Center digital displays, technology systems, and hospitality zones that require constant operational readiness for meetings, trainings and events; serves as liaison to OUIT

Records & Information Management:

• Oversee record management, including maintaining confidential files, speeches, and talking points for the Vice President.
• In coordination with the Vice President, create presentations using PowerPoint or Canva.

Communication & Correspondence:

• Read, research, and route correspondence; draft, edit, and prepare documents and communications on the Vice President's behalf.
• Collect and analyze information to brief the Vice President ahead of high-impact meetings and decisions.
• Coordinate outreach from the Vice President to prospective students and high-achieving staff.
• Serve as a liaison to internal and external stakeholders; respond to inquiries from the Provost's and President's offices and other campus partners.
• Act as an information funnel, filter, and facilitator to ensure the right information reaches the right people at the right time.

Strategic Partnership:

• Provide analysis, recommendations, and options to support leadership decision-making.
• Serve as a thought partner and strategic advisor to the Vice President on organizational priorities and staff engagement.

HR, Budget, & Systems:

• Assist with HR tasks and budget tracking.
• Utilize Slate, Banner, Concur, PowerPoint, and Canva; maintain proficiency across relevant systems and tools.

Culture, Engagement, & Onboarding:

• Monitor and provide insights on staff culture to help foster a positive environment aligned with Enrollment Management values.
• Assist with staff recognition initiatives and personalize new employee onboarding experiences.
• Schedule and organize training appointments; assist in the management of the overall onboarding experience for new Enrollment Management personnel.
• May also run errands, provide transportation, and coordinate with vendors, clients, or service providers

Hospitality & Campus Experience:

• Provide hospitality and wayfinding for campus events, tour guests, and other visitors to the department/office.

Job Requirements

Required Education: Bachelor's degree

Equivalency/Substitution: Experience or a combination of education & related experience can be considered in lieu of degree. A one-to-one ratio is used to determine the number of years of experience required in place of a degree.

Skills:

• Proficient in Microsoft Office
• Ability to handle confidential and sensitive information with professionalism and discretion
• Highly organized and able to handle multiple projects and deadlines
• Able to communicate well and build rapport quickly with students, faculty and staff
• Ability to work independently with minimal supervision and collaboratively in a fast-paced environment
• Able to work well with interdepartmental teams and initiatives
• Attention to detail, critical composition and proofreading skills
• Excellent written and verbal communication skills with strong composition and proofreading skills

Certifications or Licenses:

• Valid Driver's License

Advertised Physical Requirements:

• Must be able to engage in repetitive motions and communicate effectively.
• May be required to bend, lift, stoop, and carry.
• Occasional extended hours may be required to support the executive, meetings, travel coordination, urgent matters or other activities.
• Occasional travel or off-site support may be required for meetings, events, or executive retreat.
• Environment:
  Standard office work environment.
  Position has the possibility of some hybrid work, meaning some in-office and work-from-home scheduling is available.

Departmental Preferences: None

Supervision: No Supervisory Duties

Special Instructions: If you are selected as a final candidate for this position, you will be subject to The University of Oklahoma Norman Campus Tuberculosis Testing policy. To view the policy, visit https://hr.ou.edu/Policies-Handbooks/TB-Testing.

Why You Belong at the University of Oklahoma: The University of Oklahoma values our community's unique talents, perspectives, and experiences. At OU, we aspire to harness our innovation, creativity, and collaboration for the advancement of people everywhere. You Belong Here!

Equal Employment Opportunity Statement: The University, in compliance with all applicable federal and state laws and regulations, does not discriminate on the basis of race, color, national origin, sex, sexual orientation, marital status, genetic information, gender identity/expression (consistent with applicable law), age (40 or older), religion, disability, political beliefs, or status as a veteran in any of its policies, practices, or procedures. This includes but is not limited to admissions, employment, housing, financial aid, and educational services.

Hiring contingent upon a Background Check?: Yes

Special Indications: None

Job Posting: Jan 22, 2026