Assistant to the Vice President of Enrollment

Hamilton College•Clinton, NY

1d•$23 - $26

About The Position

Position Summary The Assistant to the Vice President for Enrollment Management provides critical support to the Vice President, and is integral to many projects and functions for a fast-paced and high-performing division of the College. In addition to managing the Vice President’s correspondence, calendar/time, and travel, the successful candidate will manage many important projects, processes, and initiatives that require a high level of professionalism, attention to detail, and discretion. The person in this position will work in a highly collaborative office and have direct and ongoing communications with a wide variety of external constituents including prospective families, college counselors, alumni, and vendors. This position reports to the Vice President for Enrollment and also provides support to the Executive Director of Admission. Responsibilities Provide high level administrative support and assistance to the Vice President, including serving as an important point of contact with internal and external constituents on many matters relating to admission and financial aid. Maintain the Vice President’s calendar and time; this includes maintenance of a daily calendar and annual, monthly and ad hoc meetings the VP must attend or chair, as well as arranging logistics for meeting participants and helping to coordinate special events. Prepare, proof and send correspondence for the VP and Dean of Admission, often complex, sensitive or confidential. Answer, refer, and coordinate who will respond to numerous email, phone or letter requests that come to the attention of the VP or Dean. Greet guests on behalf of the VP in his/her absence and relay important messages. Schedule and make arrangements for the Vice President’s travel, which is significant at times of the year. This includes securing appointments, arranging for air travel and accommodations, preparing itineraries, and coordinating briefing materials. Coordinate the acknowledgment, coding and tracking of all alumni recommendations and, on behalf of the VP and Dean, serve as a liaison to the Advancement Office. Maintain the master calendar for the enrollment, admission and financial aid division. Provide high level administrative support and assistance to the Vice President, including serving as an important point of contact with internal and external constituents on many matters relating to admission and financial aid. Maintain the Vice President’s calendar and time; this includes maintenance of a daily calendar and annual, monthly and ad hoc meetings the VP must attend or chair, as well as arranging logistics for meeting participants and helping to coordinate special events. Prepare, proof and send correspondence for the VP and Dean of Admission, often complex, sensitive or confidential. Answer, refer, and coordinate who will respond to numerous email, phone or letter requests that come to the attention of the VP or Dean. Greet guests on behalf of the VP in his/her absence and relay important messages. Schedule and make arrangements for the Vice President’s travel, which is significant at times of the year. This includes securing appointments, arranging for air travel and accommodations, preparing itineraries, and coordinating briefing materials. Coordinate the acknowledgment, coding and tracking of all alumni recommendations and, on behalf of the VP and Dean, serve as a liaison to the Advancement Office. Maintain the master calendar for the enrollment, admission and financial aid division. Manage and share other key division documentation, to include: vacation allotment and expenditures, organizational chart, division directory, confidentiality and service excellence pledges, and training manuals. Oversee publications inventory (related timeline, disposing of outdated materials, etc) and liaise between VP, Director of Admission Communications, Operations Manager, and Communications Division. Also coordinate gift and office supply ordering, inventory, and vendors. Assist in monitoring admission office budget, prepare expense reports, process invoices, and manage vendor contracts. Work with Physical Plant to oversee facility maintenance and ensure the admission and financial aid building provides the highest level of service and reception to prospective and current families. Provide routine administrative support (mail, phones, travel, and expenses) for the Executive Director of Admission. This also includes attending, preparing the agenda, and maintaining the minutes/action items from weekly admission officer meetings. Serve as the main point of contact for administrative campus partners (College Events and Scheduling, Catering, Facilities Management) for on-campus event planning and execution. Serve as an extension of the Admission Operations team during peak admission application processing and prospective family visit seasons. Other responsibilities and projects may include, but is not limited to: coordination of on- or off-campus events and receptions, publication inventory management, assistance with the updating of admission print and web materials, facilitation of new admission officer training, maintenance of shared departmental documents, faculty outreach, and preparation and compilation of statistical reports.

Requirements

Associates degree preferred
Minimum of five years related experience in a high level administrative support position
Equivalent combination of education and experience will be considered
Exceptional interpersonal skills, including oral and written communication
Strong organizational skills with the ability to multi-task and prioritize, paying close attention to detail and ensuring accuracy while also meeting deadlines
Ability to exercise judgment, resourcefulness, diplomacy, discretion and confidentiality
Demonstrated ability to work independently as well as in a collaborative team environment
Ability to take initiative and anticipate needs in a fast-paced, high-volume environment
Disposition to seek out and initiate efforts to improve office efficiencies
High degree of proficiency with Microsoft Office and Google Suite, and experience with complex databases or CRMs
High level of integrity and a clear commitment to an inclusive work environment
Ability to be patient and demonstrate a positive attitude

Responsibilities

Provide high level administrative support and assistance to the Vice President, including serving as an important point of contact with internal and external constituents on many matters relating to admission and financial aid.
Maintain the Vice President’s calendar and time; this includes maintenance of a daily calendar and annual, monthly and ad hoc meetings the VP must attend or chair, as well as arranging logistics for meeting participants and helping to coordinate special events.
Prepare, proof and send correspondence for the VP and Dean of Admission, often complex, sensitive or confidential.
Answer, refer, and coordinate who will respond to numerous email, phone or letter requests that come to the attention of the VP or Dean.
Greet guests on behalf of the VP in his/her absence and relay important messages.
Schedule and make arrangements for the Vice President’s travel, which is significant at times of the year. This includes securing appointments, arranging for air travel and accommodations, preparing itineraries, and coordinating briefing materials.
Coordinate the acknowledgment, coding and tracking of all alumni recommendations and, on behalf of the VP and Dean, serve as a liaison to the Advancement Office.
Maintain the master calendar for the enrollment, admission and financial aid division.
Manage and share other key division documentation, to include: vacation allotment and expenditures, organizational chart, division directory, confidentiality and service excellence pledges, and training manuals.
Oversee publications inventory (related timeline, disposing of outdated materials, etc) and liaise between VP, Director of Admission Communications, Operations Manager, and Communications Division. Also coordinate gift and office supply ordering, inventory, and vendors.
Assist in monitoring admission office budget, prepare expense reports, process invoices, and manage vendor contracts.
Work with Physical Plant to oversee facility maintenance and ensure the admission and financial aid building provides the highest level of service and reception to prospective and current families.
Provide routine administrative support (mail, phones, travel, and expenses) for the Executive Director of Admission. This also includes attending, preparing the agenda, and maintaining the minutes/action items from weekly admission officer meetings.
Serve as the main point of contact for administrative campus partners (College Events and Scheduling, Catering, Facilities Management) for on-campus event planning and execution.
Serve as an extension of the Admission Operations team during peak admission application processing and prospective family visit seasons.
Other responsibilities and projects may include, but is not limited to: coordination of on- or off-campus events and receptions, publication inventory management, assistance with the updating of admission print and web materials, facilitation of new admission officer training, maintenance of shared departmental documents, faculty outreach, and preparation and compilation of statistical reports.