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Senior Administrative Coordinator for Enrollment Affairs
2 months ago
Become a vital part of our esteemed institution
The Senior Administrative Coordinator, directly supporting the Vice President for Enrollment Affairs, plays a crucial role in delivering high-level assistance to the Vice President and three Assistant Vice Presidents. This position serves as the main point of contact for both internal and external stakeholders regarding the VP's office, making it essential for faculty and staff collaboration. It requires exceptional attention to detail, superior interpersonal and writing capabilities, and the ability to thrive in a fast-paced, dynamic environment.
KEY RESPONSIBILITIES
- Deliver primary administrative assistance to the Enrollment Affairs department.
- Provide daily administrative support for departmental personnel.
- Organize the VP's schedule, arrange meetings and appointments, secure venues as necessary, and collaborate closely with other Executive Administrators throughout the institution.
- Manage meeting agendas, document notes, assign and distribute action items, and facilitate information sharing during departmental and interdepartmental meetings as required.
- Assist in managing and maintaining the divisional budget. Prepare and submit requisitions for supplies; process invoices across departments. Collaborate with Finance, Procurement, and Accounts Payable to ensure timely and accurate payments.
- Oversee various special projects assigned by the VP, communicating objectives, deadlines, deliverables, and progress to relevant stakeholders while seeking feedback from appropriate parties.
- Complete expense reports and other tasks in the designated financial management system on behalf of the VP.
- Draft, edit, and prepare correspondence, presentation materials, Board of Trustee reports, and slide presentations.
- Coordinate travel arrangements and itineraries using the travel management system.
- Regularly update the VP on upcoming commitments, responsibilities, and divisional requirements.
- Assist managers in onboarding new employees to ensure they have the necessary resources, equipment, and access. Organize and maintain documents and files.
- Develop and coordinate the communication of internal and external policies and procedures, recommending improvements and efficiencies as needed.
- Act as a resource for general office inquiries and needs.
- Provide guidance and training to other staff members as necessary. Submit and monitor progress on routine IT, Facilities, and Archival requests.
- Offer support and assistance to colleagues as required.
- Perform additional duties as assigned.
QUALIFICATIONS
- A Bachelor's Degree in Business, Finance, or a related field, or equivalent experience is mandatory.
- A minimum of 5 years of administrative experience in a complex organization, including direct support to senior-level administrators, is essential.
- Experience with financial and HR management systems is highly preferred.
SKILLS AND ABILITIES
- Strong writing and editing skills, project management abilities, professionalism, and discretion are required.
- Exceptional accuracy and attention to detail are essential.
- Familiarity with Google Workspace is preferred.
- General knowledge of budgeting and accounting practices.
- Proficiency in utilizing computer software and the ability to quickly learn new applications.
- Excellent organizational skills and the capability to follow through on tasks and requests.
- Ability to manage multiple projects simultaneously and prioritize effectively.
- Self-motivated with strong interpersonal communication and problem-solving skills.
- Strong written communication and editing capabilities.
- Ability to maintain a high level of confidentiality.
PHYSICAL REQUIREMENTS
- This role is primarily sedentary; occasional movement within the office is required.
- Continuous oral and written communication with students, colleagues, and supervisors is vital.
- Repetitive movements, occasional lifting of up to 10 pounds, reaching, and the ability to read a computer screen and fine print are expected.
WORK ENVIRONMENT
- Typical office conditions.
Compensation is competitive and commensurate with experience. In addition to a competitive salary, Emerson College is dedicated to the health and well-being of our employees and their families, offering a comprehensive benefits package for regular staff scheduled to work 20+ hours per week.
Benefits include excellent health plans with limited out-of-pocket expenses, dental plans, generous time-off programs, and a retirement benefit with employer contributions once eligible. Additional benefits such as life and disability coverage and commuter offerings are also available.
Please refer to our benefits website for a complete list of benefits and eligibility requirements.
