Executive Assistant to Vice President for Student Affairs and Enrollment Management

Special Instructions to Applicants

Applicants must be currently authorized to work in the United States on a full-time basis without the need for visa sponsorship. The University will not sponsor applicants for work visas (e.g., H-1B).

Job Summary

The Executive Assistant to the Vice President for Student Affairs and Enrollment Management is a vital member of the VPSAEM's Senior Leadership Team with responsibility of handling a wide range of matters of institutional importance. Among these responsibilities, the individual is a resource for faculty, staff, students, and campus constituents involving matters within the Division and across the University. Therefore, this individual liaisons with many offices across campus, developing relationships and a greater understanding of all University functions including: (but not limited to) academic, financial and administration, external affairs, etc. The individual is an essential advisor to the VPSAEM on all matters pertaining to the DIVISION and its role within the University. The individual must carry out duties with considerable latitude for exercising judgment and discretion.

Primary Job Duties and Responsibilities

• Finance: Examines monthly budget reports for 18 departments within the division and advises the VPSA on any concerns. Writes, reviews, and submits monthly, quarterly, and annual financial reports as mandated or requested by the University and/or the IHL. Advises and assists the VPSAEM on annual budget development for over $48 million including reviewing five-year budget plans for 11 auxiliary units. Maintains all financial records for the Office of the VPSAEM. Manages and reconciles procurement card transactions, billing, and maintains interdepartmental records. Creates and submits requisitions/purchase orders, retains accounts payable records, and prepares University travel documents for executive leadership. Processes annual inventory control and basic internal control audit for the Office of the VPSAEM. Drafts, proofs, and edits correspondence needing VPSAEM review and signature in addition to letters, memos, email and other documents. Organizes travel arrangements, flight schedules, hotel accommodations, car rental, and driving directions for the VPSAEM and other members of the Division Senior Leadership Team. Stays abreast of state and federal laws as well as IHL and University policies to be the division-wide resource for financial, budgetary, university policy, and human resource questions.
• Agenda Management: Manages calendars for the VPSAEM, properly vetting and protecting the VPSAEM's time and schedule to maintain alignment with the current Division and University strategic plan, objectives, and goals. Ensures all events are posted on the VPSAEM calendar accurately and promptly. Gathers all imperative information pertaining to appointments, meetings, speaking engagements, and special events and provides them to the VPSAEM.
• Event Production: Creates, organizes and plans division-wide meetings, retreats and events aligning with the Division's mission. Collaborates with other members of the Division Senior Leadership Team on the event content including booking of the venue, placing catering orders, crafting event communications with the Division's Marketing and Communications Manager, and connecting with campus partners as needed. Responsible for dispersing and maintaining accurate records of the Aramark Programming Funds within the Division.
• Personnel: Liaisons with the Human Resource department for the Division including evaluating systems as it pertains to updated HR processes within the University. Manages all documents for personnel action requests needing VPSAEM review. Oversees database with contact information of all Student Affairs and Enrollment Management staff and personnel, including student employees. Reviews monthly newsletters and communications from HR, OFPA, Controller/Procurement, OIA and distributes necessary information to the Division Senior Leadership Team and directors. Communicates and trains employees on updated or new processes and systems surrounding employees, ie. hiring, performance management, payroll, purchasing, inventory control, etc.
• Service and Scholarships: Assists parents, students, alumni, and community members in-person, by phone, and email with questions and concerns about a wide range of institutional efforts. Makes appropriate and necessary referrals as needed using discretion and mature judgment. Gathers, researches, and maintains information to deliver accurate answers and resources to University constituents. Awards scholarships through the USM Foundation's GO system, searching for the best qualified and eligible student. Notifies students of awarded scholarships and track their process of accepting and submitting post-acceptance information to the Foundation. Serve as a "Super GO Liaison" for the Division, communicating deadlines and expectations to Division staff responsible for awarding scholarships within their scopes.
• Student Awards: Coordinates the yearly selection and planning of Who's Who/Hall of Fame and the Student Awards Ceremony on Founder's Day, including, but not limited to: sending nomination forms to the campus community, student organizations and student organization presidents; assists with the selection of the recipients; notifies students of their selection; prepares bios of students; works with University Communications to prepare and edit the Awards Day program and marketing pieces; creates award certificates and orders awards ensuring all are correct; writes and edits the script for the Awards Day, working with the President's Office and the Office of the Provost. Books venue, orders catering and decorations for Awards Day ceremony and other Awards Day events. Works in conjunction with the Student Awards Selection Committee and campus partners to select students for these University-wide awards.
• Performs other duties as assigned.