Executive Assistant For Vp Of Enrollment Management

Salary: Depends on Qualifications

Location : New Orleans, LA

Job Type: Full-Time Staff

Job Number: 202200360

Division: Enrollment Management

Department: Office of the Vice President of Enrollment Management

Opening Date: 09/09/2024

FLSA: Exempt

Description

The Executive Assistant to the VP for Enrollment Management is responsible for the organization, implementation, and maintenance of the daily administrative functions of the Office of Enrollment Management.
The Executive Assistant will also assist with the administrative support of the other offices that comprise the division of Enrollment Management, including Undergraduate and Graduate Admissions, Enrollment Operations, Financial Aid, and Campus Visits.


The position requires an individual with strong organizational skills and attention to detail; strong computer and technological skills; exceptional communication abilities, both oral and written including demonstrated skills with report writing; good interpersonal skills; budget maintenance skills; and a keen understanding and respect for the confidentiality of office records and other matters.
Examples of Duties
•Responsible for the administrative support of the Office of Enrollment Management.

•Responsible for the execution of duties associated with scheduling meetings for the VP for Enrollment Management and the meetings of other university committees as necessary.
This includes maintaining the calendar for the VP for Enrollment Management, providing daily reminders for activities, and preparing meeting handouts.

•Responsible for maintaining accurate departmental financial records.
This includes department budget review as well as the processing and tracking of all revenues and expenses, such as:
a.Check requests, including advances, reimbursements, refunds, and payments;
b.Purchase orders;
c.Transfers;
d.Deposits.

•Responsible for the inventory, ordering, and coordination of the repair of the necessary materials, supplies, and equipment for the daily operation of the Office of Enrollment Management and the other offices that comprise the division of Enrollment Management.
This includes contacting various vendors in order to compare products, services and prices to assure that University resources are properly invested.

•Drafts correspondence, reports, proposals and other documents.
This includes proofing all documents for typographical accuracy.

•Responsible for filing departmental records and maintaining confidentiality of all records.

•Maintains departmental contact information, including emergency contact information and procedures.

•Assists in preparing, sorting, and distributing mail for the Office of Enrollment Management and the other offices that comprise the division of Enrollment Management, as necessary.

•Manages events/meetings held by the Office of Enrollment Management, including Enrollment Management Committee, professional development and staff engagement events and activities.

•Maintains meeting minutes and assists in the coordination and tracking of project tasks.


.Additional Responsibilities:
•Works with the VP for Enrollment Management in providing communications to prospective employees.
This includes but is not limited to setting up files for review, arranging interview schedules, sending out follow-up letters at various stages during the process and providing the proper forms to the Office of Human Resources.

•Works irregular hours and overtime as requested by the VP for Enrollment Management.

•Assists in other duties as deemed necessary by the VP for Enrollment Management.

•Works with the Vice President, Assistant Vice-Presidents, Directors of Admissions and Financial Aid, Associate and Assistant Directors, and all other EM staff to achieve the University's enrollment goals.

•Coordinate with EM leaders to execute complex projects
•Support internal and external communication and research for EM division
•Back-up approval authority and signature approval (i.e.
timesheets, purchase requests, etc.)

•Assists with university-wide projects (i.e.
commencement, search committees, etc.)

•Serves as lead resource and primary point of contact for the division, if necessary

Typical Qualifications
•Bachelor's degree required, relevant experience in lieu of degree also considered.

•Fully proficient in the use of Microsoft Office programs, in particular Word, Excel, Outlook, and PowerPoint.
Experience with Drupal or equivalent content management system preferred.
Experience with Slate CRM preferred.

•Minimum of 5 years of administrative experience.
Formal business school training may substitute for one year of experience.


Personal Qualities and Skills:
•Ability to communicate effectively both verbally and in writing.
A strong command of the English language is essential.

•Ability to work accurately in a diversified office, with excellent secretarial, administrative, organizational, public relations and communication skills.

•Ability to edit, design, and proofread material.

•Ability to accurately perform tedious and detailed duties.

•Ability to develop congenial and productive working relationships with Loyola administrators, faculty, staff, parents, and students.


PHYSICAL REQUIREMENTS:
•Ability to perform the essential duties of the position with or without reasonable accommodations.


In accordance with the Campus Security Act as amended, Loyola University publishes annually and distributes to members of the academic community, and upon request to prospective (students/employees), an That report includes current policies and procedures of the University Police Department for the reporting of campus crimes, notifying the campus community of occurrence of campus crimes, policies regarding access to campus buildings, the enforcement authority of the University Police Officers and their relationship to local police.
University policies on the possession, use and sale of alcohol and illegal drugs are outlined.
The Campus sexual Assault Program and policy is described.
Campus crime statistics as defined under this law for the last three calendar years are included.
A copy of this report may be secured from the (Office of Admissions), (Office of Human Resources), or from the University Police Department.


Loyola University New Orleans does not unlawfully discriminate on the basis of race, color, gender, sexual orientation, age, religion, disability, veteran's status or national origin in its educational programs or activities, including employment and admissions.
At the same time, Loyola cherishes its right to seek and retain personnel who will make a positive contribution to its religious character, goals, and mission in order to enhance the Jesuit, Catholic tradition.


We offer a complete benefits package to full-time employees including health care, dental, vision, retirement, flexible spending accounts, life insurance, long-term disability, tuition remission, holidays, vacation, and sick leave.


Part-time employees who work an average of 30 hours per week over the course of a year, receive certain benefits on a pro-rated basis.


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