Administrative Assistant IV - Admissions

Washington University in St. Louis • Hadley, MO

3d • $23 - $36 • Onsite

About The Position

The Administrative Assistant provides administrative and operational support to the Vice Provost (VP) and the Assistant Vice Provost (AVP) & Chief of Staff for Enrollment Management. This position is a highly visible one and is a key point of contact for prospective students, parents, staff, faculty, visitors, campus partners and external contacts that frequently interface with the Office of the Vice Provost.

Requirements

• High school diploma or equivalent high school certification or combination of education and/or experience.
• Administrative Office (5 Years)
• Advanced skills in Microsoft Office suite including Word, Excel, and PowerPoint.

Nice To Haves

• Prior executive administrative support experience.
• Experience working in an educational organization, preferably in higher education.
• Experience interacting with students and parents.
• Must have the ability to handle highly confidential information.
• Must be able to anticipate problems and obstacles and develop safeguards.
• Ability to adjust to abrupt changes in priorities and strategies.
• Highly developed and demonstrated people skills for working with parents, students, internal and external contacts.
• Must be flexible and willing to work extended hours as necessary.
• Professional presence.
• Bachelor's degree
• Relevant Experience (2 Years)

Responsibilities

• Serves as the primary coordinator and manager of the Vice Provost’s and Assistant Vice Provost’s complex calendars and schedules.
• Coordinates high-level meetings including times, locations, and agendas.
• Ensures timely response to meeting requests to ensure optimum utilization of their time.
• Plans and organizes agendas for meetings chaired by the VP or AVP, including the weekly leadership team meeting, periodic divisional meetings, retreats, and enrollment planning meetings.
• Organizes records and materials necessary for preparation for meetings, taking of notes, and assisting with follow-up after meetings.
• Creates VPs recruitment travel schedule including coordinating high school visits, panels, and special events for trips that last a week or more.
• Arranges for air and ground transportation, lodging, and activities.
• Completes expense reports through Workday.
• Provides a range of administrative support to the Vice Provost & Assistant Vice Provost including but not limited to: executing travel arrangements; drafting correspondence; coordinating requests, invitations, inquiries and responses on behalf of the office; assisting with search committees for positions reporting to the office.
• Develops procedures to keep the VP & AVP apprised of departmental and University events for the purpose of determining participation and extent of involvement.
• Manages and tracks the flow of office communication including phone calls, correspondence, and email to ensure outstanding customer service.
• Assists prospective students, parents, visitors and university personnel by providing information, handling issues, and resolving or referring matters as appropriate.
• Arranges for urgent issues to be handled by appropriate staff in the VP’s or AVP’s absence.
• Investigates issues and recommends solutions.
• Understands the Washington University culture and available resources in order to advise and assist in all matters.
• Collaborates with assistant to Assistant Vice Provost for Admissions to co-manage customer service for prospective students and families that are within the direct territory of the VP & Executive Director of Admissions.
• Interacts with offices of the Chancellor, the Provost, University Advancement, and others as necessary to plan campus visits, arrange interviews, and create individual correspondence during the application process.
• Undertakes special projects as directed by the VP and AVP, including research, management of strategic projects that cross the division, planning of divisional planning meetings, planning of divisional events including locations, catering, and guest speakers.
• Assists in the VP and AVP in the development and preparation of speeches and presentations, including performing research as needed on relevant topic areas, creating and modifying power point presentations, and assisting with talking points.
• Provides support related to VP’s involvement in professional admissions & financial aid associations.
• Perform other duties as assigned.

Benefits

• Up to 22 days of vacation, 10 recognized holidays, and sick time.
• Competitive health insurance packages with priority appointments and lower copays/coinsurance.
• Free Metro transit U-Pass for eligible employees.
• Defined contribution (403(b)) Retirement Savings Plan, which combines employee contributions and university contributions starting at 7%.
• Wellness challenges, annual health screenings, mental health resources, mindfulness programs and courses, employee assistance program (EAP), financial resources, access to dietitians, and more!
• 4 weeks of caregiver leave to bond with your new child.
• Family care resources are also available for your continued childcare needs.
• Adult care resources.
• Covers the cost of tuition for you and your family, including dependent undergraduate-level college tuition up to 100% at WashU and 40% elsewhere after seven years with us.

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: High school or GED