Executive Assistant to the Associate Vice President for Enrollment

Position Title: Executive Assistant to the Associate Vice President for Enrollment.
Department: Enrollment.
Classification: Exempt.
FTE: 1.0.
Work Schedule: Monday-Friday 8:00 a.m. 5:00 p.m.; some evening and weekend hours required for special events travel up to 5% of work schedule which includes local (Twin Cities metro area) and regional travel.
Salary Range: $52000 - $58000.

Essential Job Duties:

• Administrative Support.
  • Provide administrative support to the Associate Vice President for Enrollment Director of Financial Aid and Director of Admissions.
  • Support the Vice President in the planning and staffing of monthly divisional meetings and regular divisional leadership team meetings. Coordinate meetings and prepare agendas handouts and presentations.
  • Support hiring managers by coordinating job postings interviews and onboarding support for new hires standardize onboarding/offboarding practices across the division and assist with student hiring paperwork and data management.
  • Manage the AVPs calendar and travel arrangements.
  • Assist with phone chat text and email communications.
• Vendor and Budget Oversight Management.
  • Monitor manage and reconcile the operating expense and revenue budgets for Admissions and Financial Aid.
  • Generate monthly reports to ensure proper use and allocation of funds and communicate results of monthly analysis with the AVP and senior staff in the division.
  • Process invoices and expense reports.
  • Manage vendor contracts which have a combined value of more than $500000 including preparation of documents for contract review process.
  • Work with division staff to ensure on-time processing and payment of invoices and compliance with contract terms.
• Enrollment Events.
  • Plan manage and execute counselor campus visit events and programming in collaboration with partner colleges.
  • Assist with flights and other logistics for the student fly-in program.
  • Coordinate the logistics and contracts for off-campus events for prospective and admitted students.
  • Assist with logistics regarding virtual admissions events working in collaboration with admissions officers.
  • Support admissions visit team on visit day events like Minnesota Private College Week Fall Visit Days and Admitted Student Days.
• Support respect and commit to embracing diverse backgrounds values and points of view to build a strong and inclusive community.
• Complete and meet deadlines for required training and performance management cycle.
• Perform other duties as assigned.

Supervision Received and Exercised:

• Reports to the Associate Vice President for Enrollment.
• This position does not supervise staff or students.

Required Qualifications:

• Education: Associate degree or equivalent work experience.
• Experience: 3 years of administrative experience in positions with increasing levels of responsibility; demonstrated experience working with and supporting senior/executive level staff; intermediate to advance skill with the Google Workspace suite or Microsoft Office suite.

Preferred Qualifications:

• Education: Bachelors Degree.
• Experience: 5 years of administrative experience; Higher Education experience.

Prerequisites:

• Employment in this position is conditioned upon successful completion of a background check which may include: criminal background checks reference checks verification of work history verification of any required academic credentials licenses and/or certifications a motor vehicle check verification of DOT certification a credit check employment eligibility verification and/or a pre-employment physical. Whether a background check is deemed successfully completed will be at the sole discretion of St. Olaf College. Please note St. Olaf College reserves the right to conduct periodic background checks at its sole discretion.

Disclaimer:

• This position may require you to report early stay late or work different shifts depending on staffing levels. It may also require you to perform all essential job functions whenever needed and during campus emergencies when necessary.
• This job description is for general information purposes. It is not intended to list all duties and responsibilities of the position. This job description is subject to change at any time by St. Olaf College with or without prior notice.
• Review of applications begins immediately and continues until the hire is complete. We accept only online applications.