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.