Executive Assistant to the Vice Chancellor for Strategic Enrollment and Career Advancement

Position Summary

The Executive Assistant to the Office of Strategic Enrollment Management plays a pivotal role in supporting the Vice Chancellor for Strategic Enrollment. This position is responsible for organizing and coordinating operational, administrative, and fiscal functions to ensure organizational effectiveness and efficiency. The Executive Assistant works collaboratively with a broad range of university stakeholders to manage day-to-day processes, communications, and projects that advance the university’s strategic enrollment priorities. Through proficient office management, event coordination, and personnel support, the Executive Assistant ensures seamless collaboration and alignment of efforts within the division and across the institution.

Key Responsibilities

Office Management & Operational Effectiveness

• Serve as the primary administrative liaison, managing the daily schedules, calendars, and meeting arrangements for the Vice Chancellor and the Executive Director, ensuring efficient time management and preparation for all engagements.
• Oversee administrative processes, supervise student workers, and manage front desk operations, maintaining a welcoming and organized environment.
• Develop and implement internal communication strategies to ensure consistent messaging and alignment among Enrollment Management leadership and staff.

Administrative & Fiscal Coordination

• Assist in tracking budgets, processing invoices, and preparing financial reports, ensuring responsible use of division resources.
• Coordinate vendor relations, purchasing requests, and contract documentation in compliance with university policies.
• Collaborate with leadership to prepare financial and budgetary projections that support informed decision-making.

Project Management & Cross-Functional Collaboration

• Prioritize, organize, and follow through on cross-functional projects and initiatives, ensuring deadlines are met and action items are addressed promptly.
• Work closely with departments such as Admissions, Enrollment Marketing, New Student Programs, Financial Aid, Athletics, Pre-Collegiate Programs, and the Registrar to achieve seamless coordination of initiatives and events.
• Assist in onboarding new employees, coordinating training programs, and facilitating professional development opportunities for staff.

Event Coordination & Meeting Support

• Organize and execute special events, workshops, committee meetings, and activities that support enrollment goals.
• Prepare agendas, presentations, and supporting materials, ensuring the Vice Chancellor and Executive Director are fully informed and equipped for all meetings.
• Track meeting outcomes, follow up on action items, and adjust priorities as needed to respond to emerging opportunities or challenges.

Continuous Improvement & Best Practices

• Identify and implement best practices to enhance efficiency, communication, and overall operational effectiveness within the Strategic Enrollment Management office.
• Participate in periodic management meetings, providing insights on operational challenges and identifying opportunities for improvement.
• Foster an environment that supports self-development, learning, and innovation within the division.

Other Duties as Assigned

Undertake additional responsibilities related to administrative support, special projects, and strategic initiatives as requested by the Vice Chancellor or Executive Director.

Skills and Abilities

• Technical Proficiency: Strong command of Microsoft Office (Word, Excel, PowerPoint) and familiarity with CRM systems, scheduling tools, and financial tracking software.
• Organizational Excellence: High attention to detail, adept at managing multiple tasks, deadlines, and priorities with minimal supervision.
• Effective Communication: Exceptional written and verbal communication skills, with the ability to convey information clearly to varied audiences.
• Collaboration & Adaptability: Able to work cooperatively with a wide range of team members, demonstrating competency, discretion, and adaptability in a dynamic environment.
• Flexibility: Willingness to work evenings and weekends as required to support key events, deadlines, and operational needs.