Executive Assistant to the VP for Enrollment Management
- Employer
- Chatham University
- Location
- Pittsburgh, PA
View more
- Administrative Jobs
- Institutional & Business Affairs, Admissions & Enrollment, Clerical & Administrative Support
- Employment Type
- Full Time
- Institution Type
- Four-Year Institution
Job Details
Executive Assistant - Office of Enrollment Management
Position Reports to: Vice President for Enrollment Management (VPEM)
Position Summary: The Executive Assistant to the Vice President for Enrollment management is a detail-oriented, highly organized, and technically proficient professional who is responsible for assisting the Vice-President and enrollment team in the daily operations of the department.
This position handles secretarial and administrative functions including office management, general building and vehicle management, accounts payable and budget tracking, scheduling meetings, managing phones, composing reports and presentation materials, managing correspondence, processing highly sensitive information, developing forms and/or procedures to meet the needs of the office, reviewing travel expenses and submitting reimbursements for expenses to business office, maintaining budget information and ledgers, and serving as liaison with internal and external groups/offices/constituents. The Executive Assistant will manage front desk personnel and some student employees as well as other administrative duties and special projects as assigned by the Vice President.
Duties and Responsibilities:
- Design and develop systems and procedures, which contribute to the efficient and effective operation of the office, ensuring that priority projects and processes are completed effectively, on time and budget.
- Ensure compliance with budget parameters, efficiently process purchase orders, check requests, office supplies and goods. Establish and enhance systems that undergird the successful operations of the office.
- Assist with the selection, training, scheduling, assigning work, monitoring hours and performance of the student assistants and interns who work in the office of enrollment management.
- Assist in the planning and coordination of special projects developed by the vice president.
- Plan and organize employee searches for the VPEM. Coordinate aspects of training for new employees, including but not limited to, new staff paperwork, new staff training schedules, training manuals, division flowcharts and employee lists.
- Assist with creating reports and presentations using Excel, PowerPoint, Word and web-based tools.
- Oversee the Enrollment building and division assigned vehicles including communication with maintenance, housekeeping and public safety in order to maintain general upkeep.
- Manage calendars, route phone calls, manage messages and schedule appointments/conference calls for the VPEM and other professional staff members in the office. Draft correspondence as necessary. Develop messaging and share enrollment reports on behalf of VPEM to constituents on campus. Process incoming and outgoing mail.
- Develop enrollment reports for various meetings, events, vendors and other needs.
- Some evening and weekend duties related to enrollment events may be required.
- Other duties as assigned by the VPEM.
Knowledge of administrative and clerical procedures and systems such as word processing, managing files and records, overseeing budgets, purchase orders and other office procedures. Proven ability to critically think and problem solve. Strong desire to work in a team oriented atmosphere. Technical skills and proficiency in the use of database and student information systems, and web-based tools including Excel, PowerPoint and Word are required. Ability to write well and exhibit a professional presence is expected.
Minimum Qualifications:
- An Associate's degree or its equivalent is required. A bachelor's degree is preferred.
- Minimum five years experience in a professional setting; ideally a college or university with demonstrated success in communication, organizational, project management and analytical skills is preferred.
Physical Requirements:
Hear: Continuous
Speak: Continuous
See: Continuous with 20/20 acuity
Stoop/Bend/Kneel/Squat: 10%
Use telephone: 50%
Use computer: 40%
Reach above shoulders: 5%
Fine hand manipulation: 25%
Sit: 40%
Stand: 25%
Walk: 35%
Write: 80%
Push/Pull: 5%
Organization
About Chatham
Founded in 1869, Chatham University is a fully coed institution with an enrollment of over 2,200 students and over 60 undergraduate and graduate programs in our areas of excellence: health & sustainability; business & communication; and the arts & sciences. Chatham is the alma mater of environmental icon Rachel Carson ’29, and is recognized as a leader in the field of sustainability, having been selected as one of the Top 50 Green Colleges by The Princeton Review; ranked in the top five nationally for sustainability achievements in the Sustainability Tracking, Assessment & Rating System™ (STARS); and mentioned in a 2012 Forbes article as one of the places "contributing to Pittsburgh's transformation into a destination for green living."
Building on these accomplishments, Chatham opened in 2014 the world's first fully sustainable campus in higher education, Eden Hall Campus. Consistently ranked as a best college by U.S. News & World Report in the Regional Universities North category, Chatham consists of the School of Health Sciences; the Falk School of Sustainability & Environment; the School of Arts, Science & Business; and the School for Continuing & Professional Studies.
Accreditation The University is accredited by the:
· Commission on Institutions of Higher Education of the Middle States Association of Colleges and Secondary Schools
· Pennsylvania Department of Education
· Pennsylvania Department of Education Teacher Certification Program
· Accreditation Council for Occupational Therapy Education
· Accreditation Review Commission on Education for the Physician Assistant
· American Chemical Society
· American Psychology Association
· Commission on Collegiate Nursing Education
· Commission on Accreditation in Physical Therapy Education
· Council for Interior Design Accreditation
· Council on Social Work Education
· International Assembly for Collegiate Business Education
· Masters in Psychology and Counseling Accreditation Council
Mission Statement Chatham University prepares its students to build lives of purpose, value, and fulfilling work. Through professional skill development and liberal arts learning, Chatham prepares its graduates to be informed and engaged citizens in their communities; to recognize and respect diversity of culture, identity, and opinion; and to live sustainably.
Student Life Students at Chatham University immerse themselves in academics, co-curricular activities, and city life here in Pittsburgh, PA. At Chatham University, you’ll find an academic and social environment where everyone, from professors in the classroom to strong alumnae/alumni networks to fellow students, cares about your future. The Office of Student Affairs at Chatham is committed to assisting students in becoming active members of the campus community through a variety of programs and services. Student Affairs staff members are here to help Chatham students stretch their imaginations, learn about themselves, discover the world, and achieve their aspirations. Chatham University has a lot in store for students outside the classroom.
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