Part-Time Administrative Assistant, Office of Enrollment Management
Job Summary
The Administrative Assistant provides administrative, programmatic, and project support to multiple departments within the Office of Enrollment Management (OEM). This position assists with day-to-day operations, event coordination, communications, data management, and special projects.
Department Specific Responsibilities
- Maintains high standards of tact, diplomacy, confidentiality, and discretion while working with sensitive information.
- Provides comprehensive administrative support, including calendar management, conference registrations, phone coverage, and preparation of correspondence, reports, and presentations.
- Manages all travel-related responsibilities, including arranging travel, processing travel documents, and handling reimbursements.
- Organizes and supports staff events, trainings, orientations, and recurring cross-functional meetings involving multiple units and stakeholders.
- Serves as a professional liaison with students, staff, faculty, alumni, donors, and external partners to support smooth communication and operations.
- Exercises sound judgment in managing inquiries, resolving issues, conducting research, and interpreting complex information to inform decisions and recommendations.
- Supports advancement and donor stewardship activities by preparing correspondence, maintaining interaction records, managing gift and scholarship documentation, and ensuring compliance and reporting accuracy.
- Utilizes advancement and engagement systems to document interactions, generate reports, and maintain accurate donor, scholarship, and designation-related data.
- Provides administrative support for student retention initiatives, including meeting preparation, shared file maintenance, and research support
- Coordinates management of the department's Foundation account (under fiscal office direction) and maintain associated databases and documentation.
- Maintains budget records by gathering and compiling financial data; assists with building models from historical and current information; preforms preliminary breakdown analysis, and examination of statistical and/or historical data.
- Maintains operational procedures, reference materials, and shared documentation for internal and external partners in accordance with university policies.
- Independently manages special projects while ensuring all operations align with university policies and promote a cooperative, collegial environment.
- Provides administrative support to executives, exercising confidentiality, tact and diplomacy.
- Utilizes business software applications to prepare correspondence, reports, presentations, agendas, minutes, etc.
- Receives, screens, and directs incoming calls, visitors, mail, and email promptly, courteously, and accurately.
- Manages executive's calendar, meetings, travel, correspondence, and budget.
- Acts as informal resource for colleagues with less experience; responds to more complex or escalated inquiries.
- Identifies, enhances, and follows specific processes and procedures to maximize the efficiencies of the business to which the support is being provided.
- May perform other duties related to maintaining an internal website and/or working with social media.
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