Reporting to the Vice President for Enrollment and the Dean of Admissions, the Executive Assistant for Enrollment provides high level, confidential administrative support to the VP and Dean, assists in the development and execution of materials for the Board of Trustees and Senior Administration, and supports the operational functioning of the Admissions Office.Position Summary InformationEssential Duties Summary
Providing executive-level administrative support for the Vice President for Enrollment and Dean of Admissions including:
- Managing electronic calendar for VP; make appointments, set up meetings/conference calls, send reminders, and communicate changes on a timely basis.
- Answer telephone, direct calls,and take messages for VP and Dean, and respond to inquiries and requests for information as appropriate.
- Anticipate the administrative needs of the VP and Dean to enable them to manage efficient operations.
- Coordinate travel arrangements as needed.
- Maintain all office files including confidential Trustee information.
- Manage expenses and work closely with VP and Dean in preparing, managing, and tracking the departmental annual budget and expenses.
- Execute, manage and keep records of all department purchase orders, check/travel /vendor payment requests.
- Keep records of financial transactions and reconcile budget and expense reports.
- Maintain confidential and proprietary information on behalf of the VP and the entire College at large.
- Assist with correspondence to students, parents and counselors; draft letters as needed.
Provide Admissions Office Administrative support in the following areas:
- Compile and distribute weekly office-wide staff meeting minutes.
- Reconcile all Admissions staff monthly credit card transactions.
- Handle requests to the Bursar for travel and petty cash advances and reimbursements.
- Manage the physical integrity of the department, and serve as liaison to Facilities, around issues related to heating and AC, telephones, and computers.
- Monitor and restock department supplies, including submitting purchase requests.
- Act as liaison to Events Management, including coordination of space and AV reservations as needed
- Provide support for recruitment programs. May include assisting with setting up transportation, interview appointments, attendance lists for open house programs, set-up, registration, and greeting guests.
- Maintain and produce recruitment travel letters and travel reports as requested.
Assist in the preparation of presentations and other materials for Board of Trustee, Senior Administration, and other high-level meetings
- Assist VP in creation and preparation of materials for presentations for Board of Trustees and Senior Administration and other key meetings.
- Attend and prepare the minutes for the meetings of the Enrollment Committee.
Undertake other duties as assigned
- Assist in the coordination of other Admissions Office and Pre-College program events
- Other related duties, including special projects, as assigned by the VP and Dean.
Barnard College is an Equal Opportunity Employer. Barnard does not discriminate due to race, color, creed, religion, sex, sexual orientation, gender and/or gender identity or expression, marital or parental status, national origin, ethnicity, citizenship status, veteran or military status, age, disability, or any other legally protected basis, and to the extent permitted by law. Qualified candidates of diverse ethnic and racial backgrounds are encouraged to apply for vacant positions at all levels.
Knowledge Skills and Abilities
Candidates for this position must:
Required Qualification Summary
- High degree of tact, poise, and interpersonal skill, including the ability to work closely and independently with colleagues across the college, high level administrators, and represent Barnard to the public.
- Ability to organize work, set priorities, and follow through on projects requiring meticulous attention to accuracy and detail while ensuring strict adherence to deadlines.
- Excellent discretion and proven ability to maintain the confidentiality of sensitive and confidential information.
- Strong organizational skills and knowledge of basic office management techniques, i.e. workflow, filing systems, scheduling, etc.
- Have the ability to work both independently and collaboratively within a team environment.
- Excellent written communication skills
Preferred Qualification Summary
- Bachelor's degree plus three to five years as an assistant supporting a senior executive or similar position.
- Extensive experience and proficiency with the Microsoft Office Suite including Word, Excel, PowerPoint, and Google suite.
- Flexibility regarding work schedule –may include occasional nights and weekends.weekends.
- Knowledge of CRM software a plus.