Executive Assistant Admissions

Position Purpose

Provides executive level administrative support for the Director of Admissions using discretion and independent judgement.  Also, supports the Admissions’ goal of recruiting the finest students by providing strong and effective administrative support for the Dean and assisting the overall function of the Admissions Office.

Key Accountabilities

• Provides administrative support for the Dean of Admissions, including schedule/calendar management, day-to-day management of documents with review and signatory requirements, arranging for meetings and making travel arrangements.
• Manages the budget, including tracking, payments, and analysis of expenditures. Authorizes all payments from the Admission’s Office and assists the Dean in forecasting and budget justifications.
• Tracks officer travel expenses and coordinates the preparation of budget estimates that must be prepared by officers, such as travel, temporary staff, yield events, receptions and fairs, etc.  Prepares reports, researches trends, and forecast upcoming events or changes in travel.
• Assists in the scheduling of  venues, catering needs, and budgets for events.  Manages arrangements for meetings, luncheons, dinners, and retreats.
• Schedules and sets-up room for meetings when necessary.
• Assists in the preparation, editing and proofing of presentations and reports for faculty and trustees.
• Maintains expense logs that need to be tracked but cannot be maintained in the general ledger system, such as travel expenses, staff expenses and copying expenses by project.
• Composes correspondences, messages, memoranda, notices and updates on behalf of the Dean of Enrollment , including letters to alumni in response to recommendations for applicants.
• Handle telephone inquiries, assisting callers with the appropriate information or assisting them to the appropriate person.
• Handling all office routines, including phone/office coverage, purchasing of supplies, distribution of mail, supplies, copying, faxing, compiling reports, organizing mailings, routine filing and archiving of files, and collecting packet materials and operating office machines.
• Assists in maintaining an inventory of all supplies, forms, and publications at Bissell House.

Position Requirements

Education

• High school diploma or GED required.
• Bachelor’s degree preferred.

Experience

• 5 – 7 years’ related experience working as an administrative or executive assistant in a position requiring discretion.
• Experience with budget and strategic planning preferred.
• Experience with a relational database required.
• Experience working with adolescents in an educational setting preferred.

Skills & Knowledge

• Strong interpersonal skills with ability to develop and maintain collegial relationships.
• Excellent communication (written and verbal) skills.
• Demonstrated ability to work with students by building trust and credibility.
• Excellent analytical and problem solving skills as well as a strong customer focus.
• A strict adherence to confidential policies is required.
• Ability to work independently and handle multiple priorities and deadlines simultaneously.
• Proficient in MS Office.
• Willingness and ability to learn additional applications as needed.
• High degree of organizational skills with the ability to be flexible and multi-task with accuracy.
• Ability to follow verbal and written directions, maintain a professional demeanor and restraint at all times, including stressful situations.
• Demonstrated commitment to diversity and inclusivity and to serving the needs of a diverse and inclusive community with diplomacy and tact.

Additional Requirements

1. Successfully complete a criminal background check (reviewed every 3 years).