EXECUTIVE ASSISTANT TO THE VICE PRESIDENT FOR ENROLLMENT

Location
Atlanta, Georgia
Posted
Jun 06, 2017
Ref
FC1272
Institution Type
Four-Year Institution

            EXECUTIVE ASSISTANT TO THE VICE PRESIDENT FOR ENROLLMENT

Note: This job announcement has been designed to indicate the general nature and level of work performed by employees within this classification.  It is not designed to contain or be interpreted as a comprehensive inventory of all duties and responsibilities required or assigned to an employee in this position. 

POSITION OVERVIEW:

This position is responsible for effectively providing senior level administrative support for the Vice President for Enrollment Management (VPEM).   This position functions as a representative of the VPEM regarding daily operations and exercising independent judgment in special programs/projects and correspondence related to the academic and/or professional matters of the Enrollment Management division. 

ESSENTIAL DUTIES and RESPONSIBILITIES

  • Perform key administrative staff functions for the VPEM involving independent judgment for management of the division operations
  • Serve as a liaison between the VPEM and department heads within Enrollment Management, College administration, and the general public to ensure smooth operation of Enrollment Management.
    • Review requests and determine priority of response
    • Independently initiate and reply to correspondence when appropriate.
  • Coordinate communications from the VPEM’s office
    • Independently prepare memos, letters, e-mails, and other correspondence for distribution to various constituencies.
    • Independently develop presentation materials, including PowerPoint presentations and texts for speeches, for a variety of audiences including prospective students, parents, alumnae, faculty, staff, the Spelman College Board of Trustees, membership national boards, etc.
  • May serve as representative of Enrollment Management on internal and external committees and organizations.
  • Coordinate select projects and activities in support of Enrollment Management goals and objectives.
    • Prepare reports including collection of data and research, conclusion and recommendations.
    • Develop and implement appropriate computer-based and other information systems in support of project activities.
    • Plan and schedule work priorities in accordance with project goals, objectives and deadlines.
  • Perform complex and confidential office support functions.
  • Coordinate busy office calendar to include scheduling, shifting, and coordination of meetings and/or conferences, applying judgment in determining priorities
  • Determine priority of schedule for the VPEM in conjunction with VPEM and EM Department Heads
  • Oversee planning for meetings, conferences, interviews, travel arrangements, etc. including all logistics.
    • Prepare and distribute meeting documents as required.
  • Participate in management of office budget and ensure that resources are managed appropriately.
  • Authorize requisitions for supplies and office expenses, non-capital expenses, time sheets and check requests.
  • Monitor and approve expenses against budget, verifying accuracy.
  • Follow-up with problem resolution when discrepancies are discovered.
  • Monitor budgets of Enrollment Managment division
  • Oversee daily operation of the VPEM's office.
  • Plan and assign work for clerical support.
  • Analyze and determine operating procedures, facilitating process improvement.
  • Primary resource for issue resolution for daily operations of the office.
  • Evening and weekend  hours required on a regular basis, as well as participation in all division activities including but not limited to SpelBound, Career Fairs, New Student Orientation, Commencement and Baccalaureate exercises, financial workshops, and summer pre-college programs.

                 

EDUCATION and/or EXPERIENCE:

Bachelor’s degree preferred and five years of directly related work, or equivalent combination of education and experience are required. 

 

This position requires excellent interpersonal, customer service, and organizational skills; telephone techniques and etiquette; and record keeping techniques.  The incumbent must possess the ability to prioritize effectively, maintain confidentiality, handle matters with tact and diplomacy, interact in a diverse community, manage details, multi-task, and adapt to changing situations. Good oral and written communication skills are critical.  The ability to speak effectively when interacting with the public and the entire Spelman community is required.  The employee must have excellent proofreading skills. 

The ability to read, analyze, and interpret business correspondence, operating and maintenance instructions, technical procedures, professional journals, and governmental regulations is essential.

 To perform this job successfully, an individual must have advanced skills using Microsoft Office Suite (Word, Excel, and PowerPoint).

Spelman College is an EOE/Minority/Female/Disability/Veteran/Title IX Employer and we participate in E-Verify.

NO PHONE CALLS PLEASE