The Executive Assistant provides high-level administrative support for and reports to the Vice President for Enrollment Management (VPEM). Supervises Enrollment Management administrative assistant. As directed by VPEM, may assist Enrollment Management (EM) management team and units.
Supervise EM administrative assistant and oversee management of EM lobby.
Manage VPEM calendar and day-to-day operations of the Office of Enrollment Management including successful preparation for meetings and functional timeliness and efficiency. Schedule appointments and meetings including facility and catering logistics. Attention to scheduling complications and successful resolution.
Prepare weekly VPEM President’s Cabinet binder with agenda, supporting documentation and minutes
Receive, screen, direct and distribute incoming VPEM communication and correspondence – phone, email and mail – including frequent vendor solicitation. May include assistance with such for EM administrative assistant.
Maintain effective and current paper filing system and annual/historical admissions print collateral archives
Serve as EM designee on institutional committee(s) as directed. May include, but not be limited to, University Risk Management Committee.
Serve as budget manager for VPEM for unit budgets. Process and reconcile purchase order, accounts payable, travel reimbursement, gift card, cash advance, petty cash and procurement (credit) card purchases. Reconcile all against myVU and resolve account issues. Manage EM postage account and request postage for meter as needed.
Monitor EM administrative assistant standard office and hospitality supply ordering. Complete EM giveaway purchasing as directed by senior management.
Complete off-campus event (e.g. college fair, conference) registration for EM. Handle logistics including space and catering and/or travel arrangements as directed by VPEM or senior management. Plan and schedule high-profile constituent and/or vendor meetings and events on campus including space and catering. Draft and distribute agenda and meeting documents including Outlook appointments.
Manage contracted vendor relations including annual renewal and service fulfillment. Schedule quarterly progress meetings.
Manage inquiries and research background information regarding admission and/or financial aid issues elevated to VPEM and/or President
Work with confidential documents, files and issues including tracking and remarks in institutional database(s)
Perform technical, detailed administrative work including proofreading and editing in Word; data entry and calculation in Excel; basic document copying, scanning and filing; coordinating mailing service for print collateral; and attending and recording meeting minutes as assigned
Assist with annual data collection for surveys; direct cost institutional comparison; and peer institution benchmarking research. Format enrollment data for internal distribution. Upload enrollment data to federal and professional organization external portals.
Manage communication, organization relationship and processes related to denominational scholarship and tuition exchange programs under direction of VPEM and/or director of undergraduate admissions.
Serve as an EM website content manager with editing permission. Make edits as directed including but not limited to recruitment travel web pages.
Provide administrative support to Enrollment Management units as directed
Identify risks to the organization within the department and discuss risk reduction options with immediate supervisor.
Additional duties as assigned
Baccalaureate degree required
3 or more years of progressive administrative support experience. Preference given to candidates who have worked in enrollment management, higher education, sales and/or marketing in a fast-paced environment.
Demonstrated computer proficiency in Microsoft Office. Experience with enterprise/student information system and customer relationship management system (complex databases) preferred.
Exceptional organizational skills and the ability to work independently with minimum supervision
Ability to professionally, concisely and effectively communicate (i.e. interpersonal, written and spoken communication) with a variety of constituents (i.e. students, families, staff, faculty, trustees, professional organizations, media, vendors)
Ability to handle complaints and assist in conflict management; maintain a calm, diplomatic presence in stressful situations
Absolute preservation of confidentiality in the management of communication, data and records related to all aspects of University business
Knowledge and acceptance of principles and philosophies of Vanguard University, its programs, and requirements
Vanguard University is a private, Christian university of liberal arts studies equipping students for a Self-empowered life of Christ-centered leadership and services. U.S. News & World Report for 2016 ranked Vanguard University #13 in Regional Colleges (West), #10 fro Best Colleges for Veterans, and #19 for economic diversity. The Princeton Review also named Vanguard University a 2015 "Best in the West" College. Additionally, Vanguard is named in the Christian Colleges of Distinction and made the Forbes list of best universities. Vanguard University is Accredited by the Western Association of Schools and Colleges (WASC).