Southwestern University invites applications for an Executive Administrative Assistant for Enrollment Services position. This position provides executive administrative support to the Vice President of Enrollment Services and to the Enrollment Services Division’s management team in meeting divisional and institutional enrollment goals and objectives. This is a full-time, fully benefited, non-exempt position who reports to the Vice President of Enrollment Services.

 Primary Duties:

  • Provide daily administrative support to the Vice President to include:
    • Receive and record outside written and telephone communications.
    • Maintain daily activity schedule and calendar.
    • Provide overall project management support and office budget administration.
    • Maintain filing for all committee and Board of Trustee meeting minutes and reports.
    • Complete executive reports and summaries as determined by the Vice President.
    • Perform other various office duties for the Dean and Directors, primarily clerical (word processing, copy, mail and file all correspondence).
  • Provide administrative support and general activity coordination for Enrollment Services Division management team, which includes the Vice President, Directors of Admission, Financial Aid and Transfer Admission.

Duties to include:

  • Completion and distribution of bi-weekly Director’s Committee minutes and attachments.
  • Track divisional budget expenditures, including bi-monthly budget updates, and process appropriate paperwork as a result of divisional expenditures.
  • Coordinate and communicate management team weekly/monthly/annual activity calendar.
  • Support completion of scheduled projects and travel scheduling of management team, including travel arrangements, travel files, and submitting reimbursements.
  • Timely completion and distribution of minutes for the Enrollment Analysis Committee, and Enrollment & Retention Committee.
  • Provide written communication and file administration in support of the Director of Admission in the recruitment of readmitted students to Southwestern.
  • Other duties as assigned by the Vice President of Enrollment Services.
  • Perform other duties as assigned.

 Position Requirements:

  • Educational:
    • High School diploma or equivalent.
  • Job related experience and skills:
    • Ten plus years office/clerical experience.
    • Possess outstanding spelling, grammar, punctuation, proofreading, and writing skills.
    • Ability to use standard office software proficiently, such as Microsoft Word, Excel, Access, and Power Point.
    • Ability to work both independently and as a member of a team.
    • Ability to establish, maintain, and accurately file alphabetically and numerically.
    • Ability to read, understand, and follow written and verbal instructions.
    • Excellent oral, written, and interpersonal communication skills.
    • Commitment to providing outstanding customer service, including outstanding telephone etiquette and listening skills.
    • Excellent organizational skills and the ability to handle multiple tasks with a keen attention to detail.
    • Flexibility regarding changing priorities.
    • Excellent conflict resolution skills and an astute problem-solving ability.
    • Possess the applications of tact, diplomacy, sensitivity, and confidentiality.
    • Ability to coordinate and manage calendar schedules, travel arrangements, meeting arrangements, and other related activities.
    • Ability to work in a fast-paced, high-pressure environment.
    • Ability to attend work consistently and maintain a regular work schedule during normal business hours.
    • Willingness to work flexible and/or overtime hours, including evenings and weekends, as dictated by divisional needs.
  • Physical/Mental:
    • Ability to sit for extended periods of time.
    • Ability to reach, twist, bend, stoop, stand, kneel, handle, push/pull, and lift and carry up to ten pounds.
    • Ability to hear, see, and speak.

 Preferred Position Requirements:

  • Experience:
    • Five to seven years experience in support of executive management.
    • Experience working in a college/university environment.
  • Job related skills:
    • Advanced knowledge of computer skills utilizing software such as Microsoft Word, Excel, Power Point, Access, email software, and internet search engines (i.e. Google).
    • Advanced knowledge of computer skills utilizing calendar scheduling and database management programs. (i.e. Google)

Southwestern University offers competitive salary and benefits including health, dental, life, long term disability, retirement, 15-paid holidays, vacation, sick leave, tuition assistance, access to athletic facilities, free parking and discounted meal rates.  Southwestern University is a selective, undergraduate institution committed to a broad-based liberal arts, sciences, and fine arts education.  Southwestern University is deeply committed to fostering a diverse educational environment and especially encourages applications from members of groups traditionally under-represented in academia.  For information concerning the University, visit our Web site at www.southwestern.edu.

To apply:  The University will only accept application materials through Interfolio at apply.interfolio.com/114286. Interested persons must submit a letter of interest, resume, the name and contact information of three professional references, and salary expectation.  Email and paper applications will not be accepted.  Only completed applications will be reviewed by the Search Committee. The Committee will review all completed applications until the position is filled.  All offers of employment are contingent on successful completion of the University’s Background Check Policy process.  EOE/M/F