Admin. Assist. For Enrollment Management

Position Summary:

The Administrative Assistant for Enrollment Management supports the process of enrolling of prospective students primarily through supporting the Senior Director for Enrollment Management and the Vice President for Enrollment Management. This will include managing multiple email inboxes, scheduling travel and keeping track of expense reporting. This individual will offer direct support to the Board of Trustees, and will take initiative in the processing of admissions documents, regular communications with prospective students, coordination of campus visits, hospitality, and office management.

Required education and experience

• Bachelor's degree in relevant field of study.

• 3 or more years of administrative experience.

• Experience with budget procedures, especially monitoring reports and making corrections.

• Excellent computer skills, including familiarity with Microsoft Office products (Word, Excel, Publisher, PowerPoint).

• Exceptional communication skills in speaking and writing, with competencies for social interaction in cultural and religious diverse settings. Excellent spelling, grammar and punctuation skills is essential.

Preferred education and experience

• Previous administrative experience in higher education, in academic affairs or similar department.

• Previous experience with or capacity to be trained to utilize Jenzabar/JRM, InfoMaker, Outlook, Moodle (or equivalent LMS), myGETS (LMS management software).

• Knowledge of The United Methodist Church.

• Bi/Multi-lingual a plus.

Essential functions and responsibilities

• Provide support for the VP for Enrollment Management and the Senior Director for Enrollment Management

• Complete expense reporting

• Help to schedule travel as necessary

• Manage vendor relationships for the division

• Support the VP in staffing the Enrollment, Marketing, and Innovation Committee of the Board of Trustees

• Manage multiple email accounts

• Provide administrative support for the Office of Admissions

• Work with the Admissions team to process application materials into Garrett's admissions database, ensuring that prospective students flow from application to committee review in a timely manner.

• Coordinate campus visits and events for the Office of Admissions, including scheduling visits and catering orders as needed.

• Contact students requesting campus visits to ensure campus visit needs are being met.

• Communicate with student workers, staff offices, and faculty in planning visits.

• Contribute to maintaining a welcoming and hospitable environment for the Office of Admissions.

• Order and maintain office and hospitality supplies.

• Collaborate with administrative staff in the seminary for seminary-wide events (Homecoming, Orientation).

• Order background checks for enrolling students

• Upload final applications to online portal for review

• Upload files of enrolling students to shared portal for registrar's office

• Support Admissions-specific Communications activities

• Answer incoming calls/emails and resolves routine and complex inquiries while tracking communication.

• Prepare and compose routine correspondence and emails to prospective students.

• Prepare admissions-specific mass email campaigns in collaboration with the Recruitment and Marketing teams.

• Reviews and executes all incoming departmental mail.

• Support the Enrollment Management Division on project-specific needs

• Support the VP for Enrollment Management with the coordination of committee meetings for the Enrollment, Marketing, and Innovation committee of the Board of Trustees.

• Assist the Marketing and Communications Office with invoicing and delivery of marketing materials.

• Assist with expense report submission (as time allows)

• Coordinate travel for Enrollment Management (as time allows)

• Provide support for international student engagement through communications and event support.

• Other duties as assigned.

Success factors/job competencies

• Seminary ethos:

• Has a demonstrated commitment to the educational mission and commitments of the Seminary.

• Unquestionable trustworthiness, dependability, veracity and character in intra-/inter-office relations.

• Ability to work with a diversity of racial/ethnic backgrounds, gender and sexual identities, and a variety of denominational theologies.

• Ability to respect and maintain constructive professional relationships with all people across personal, ideological, and/or religious viewpoints.

• Ability to keep confidential information about students, faculty, and Seminary business.

• Professional competencies and work ethic:

• Knowledge of organizational administrative models, structures and operations that would be appropriate for or transferrable to an environment of higher education.

• Knowledge of budget procedures, especially monitoring reports and budget allocations for multiple program units.

• Strong strategic, analytic, facilitative skills, social and emotional intelligence, self-initiative and self-motivation, and public relations skills.

• Possess well-grounded, self-reflective disposition to function well and to lead others through complex, competing demands, changes, and conflict.

• Strong hospitality and interpersonal skills.

• Ability to work independently, take initiative, prioritize, manage multiple tasks and projects at once, and assess workload to meet goals and deadlines.

• Ability to embrace ambiguity and complexities in daily work and to engage different work styles.

• Ability to implement rules, policies, and procedures with appropriate balance of tact, diplomacy, graciousness, and compassion for all constituents served.

• Ability to recognize and prioritize tasks and deploy personnel appropriately based on critical assessment of urgency in workflow.

• Ability to discern and make executive decisions to facilitate daily operations and strategic progress.

• Ability to work independently, take initiative, prioritize, and manage own workload.

• Ability to manage several tasks at once and to follow through on them as needed.

• Ability to think forward, anticipate next steps, and lead others toward achievement of common goals.

• Ability to embrace ambiguity and complexities in high-level decision-making, and to engage and manage differing work styles.

• Ability to adapt to new technology and use it to streamline processes.

Physical demands and work environment:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Physical demands: While performing the duties of this job, the employee must be able to stand, walk, sit, use hands to finger, handle or feel objects, reach with hands and arms, climb stairs, and lift/move up to 20 pounds. The individual will regularly be required to communicate professionally in person, over the phone, and through email; and to sit, type, and stare at a computer monitor for prolonged periods.

• Work environment: Employee occasionally may be exposed to weather conditions prevalent at the time but work is primarily performed indoors. The noise level in the work environment is usually minimal.