Executive Assistant, Enrollment Management

Summary

Position Title

Executive Assistant, Enrollment Management

Department

Enrollment Management

Status

Full Time/Exempt

Position Summary

The Executive Assistant, Enrollment Management provides direct support to the VP, Enrollment Management. This position is a front-line customer service-oriented job in addition to the daily management of the office. Ability to manage multiple issues with a capacity to prioritize responsibilities and manage to deadlines, able to work with confidential information with discretion. Strong interpersonal, communication (including good writing and proofreading skills), diplomacy, and organizational skills required. Advanced skill in Microsoft Office suite (Word, Excel, PowerPoint, and Outlook) necessary. Proactive and independent approach to work; team player with a strong sense of ownership needed. Demonstrated ability to focus on details with accuracy. Ability to work independently. 

Essential Job Duties

  • Organizes and prepares work for the VP of Enrollment Management   
  • Uses the highest discretion regarding sensitive matters when maintaining confidential files, electronic records, and the VP of Enrollment Management’s calendar and email 
  • Plan, budget, coordinate, and monitor projects requested by department leadership; define project scope, estimate cost, duration, and resources, establish goals and objectives, maintain accurate records of expenses, track progress completion, and identify metrics of success 
  • Creates/prepares correspondence, reports, graphs, spreadsheets in MS Office software: Word, Excel, PowerPoint, Project, Outlook   
  • Prepare ad-hoc and routine reports on Enrollment Management, Marketing/Communications, and NMBCPS; coordinate with department leadership on budgeting future expenses  
  • Conduct in-depth analysis on data reports for the Enrollment Operations department, such as budget planning, enrollment trends, market research, ROI, forecasting, etc.  
  • Serve as a point of contact for students, faculty, vendors, and other personnel  
  • Answer phones and direct calls appropriately 
  • Independently researches a wide variety of complex information requests  
  • Composes routine letters and memoranda 
  • Responsible for attending meetings and taking minutes when requested 
  • Handle arrangements for meetings, travel, and functions including facility arrangements, food, receptions, etc. 
  • The position will hold office on campus with some flexibility for home assignments 
  • Scheduling and coordination of JU Downtown 
  • Administrative assistance for program directors at JU Downtown 
  • Assists faculty, staff, and students at JU Downtown 
  • Other duties as assigned

Special Skills

  • Type 55 wpm or better 
  • Excellent computer skills (Word, Powerpoint, and Excel) 
  • Strong interpersonal and organizational skills 
  • Maturity to handle sensitive and confidential information 
  • Ability to handle multiple tasks 
  • Self-starter and customer service oriented

Work Conditions

  • Primarily indoors except when traveling between campus buildings or being off-campus 
  • Office hours for the position are Monday – Friday 8:30 am to 5:00 pm 
  • Some off-campus travel required will be reimbursed for travel if required 
  • Work is performed under minimum supervision and requires the incumbent to exercise independence and discretion

Physical Requirements

  • Manual dexterity to efficiently operate a computer keyboard and other business machines 
  • Near vision sufficient to read written communications and computer display screens 
  • Adequate hearing to communicate effectively in person and by phone

Prerequisites Required for Position

Minimum Education Requirement

  • High School Diploma

Minimum Work Experience

  • 1-2 years office experience

Preferred Qualifications

  • Experience in an academic environment

Important Note

This is not an exhaustive list of all responsibilities, duties and/or skills required for this position. The University reserves the right to amend and change responsibilities to meet organizational needs.

To Apply

Qualified applicants, send a resume and completed application to Alix Robinson at: arobins27@ju.edu.