Executive Administrator, Strategic Enrollment Management, CSSR

Position Title: Executive Administrator, Strategic Enrollment Management, CSSR

Department: VPSEM

Advertised Pay: Low $60K

Campus Location: Washburn University

The screening committee will review all eligible applications submitted by September 12, 2024

Position Summary: Reporting to the Vice President for Strategic Enrollment Management and Student Success, Dean of University Libraries, the Executive Administrator, Strategic Enrollment Management and Student Success is responsible for overseeing and supporting a wide range of complex administrative functions, including advanced stakeholder communications, project management, strategic planning, budget projections, expenditures, and maintenance. The Executive Administrator manages a high volume of calendar scheduling requests and priorities in service of the Strategic Enrollment Management and Student Success's unit goals, the Vice President's needs, and overall operations management. The role interacts extensively and serves as a liaison for the Vice President in supporting productive, strategic relationships with the President's Office, other University administrators, deans, academic leaders, faculty, staff, students, and community partners.

The Executive Administrator is responsible for developing effective systems to provide and manage administrative, operational, and executive support, accommodating shifting priorities in a fast-paced environment to facilitate effective leadership. This is a full-time position with a regular schedule corresponding to the University's normal business hours. Due to the nature of the position and the work of the Office, work beyond regular hours on nights and weekends is, at times, necessary to meet the unit's needs. The assigned location or tasks between Washburn University and Washburn University Institute of Technology will be flexible and determined by location needs.

Essential Functions:
• This position exercises initiative and independent judgment in managing the Vice President's schedule and daily office activities. The work is fast-paced and requires excellent attention to detail. Priorities shift frequently and activities are difficult to anticipate because the needs of various campus constituents and external entities regularly govern them.
• Responsible for working concurrently with the Vice President to prioritize internal and external meetings, agendas, travel arrangements, and timely correspondence with the University President, Cabinet Members, department leaders, and other key stakeholders. Proactively sets priorities and anticipates tasks needed to execute essential goals and projects set by and on the Vice President's behalf.
• Manages the Vice President’s near-term and long-range calendar. Arranges the schedule according to priorities to allocate appropriate time for critical strategic initiatives and key constituencies. Anticipates the Vice President’s needs for upcoming commitments and responsibilities to ensure the Vice President has applicable information and resources needed.
• Plans and coordinates meetings, events, and social functions on behalf of the Vice President.
• Responsible for organizing and implementing the successful execution of events. May assign all or some aspects of the event planning to other support staff.
• Assists with organizing and facilitating Unit leadership and staff meetings.
• Coordinates a broad range of communications initiated from the Vice President's office. Reviews items drafted by staff for completeness and accuracy with the highest attention to detail before distribution or the Vice President's signature.
• Performs thorough research and effective data collection to gather information and facts to share in reports, correspondence, briefings, or presentations.
• Organizes and presents material in useable and understandable formats.
• Assesses items submitted to the office and requests additional data as appropriate.
• Works with appropriate leadership and staff to develop timely, accurate, and relevant information for the Enrollment Management webpages.
• Coordinates with the Webmaster team on website revisions and publication.
• Responsible for communicating with team members in a timely and professional manner.
• Monitors departmental emails and coordinates responses.
• Supervises, supports, and manages staff to maximize employee performance and facilitate professional growth. Recruits, hires, trains, schedules, and evaluates the performance and effectiveness of assigned staff. Provides appropriate feedback and professional development opportunities, encouraging staff to work toward individual and department goals. Works to maintain a healthy work environment by promoting teamwork and collaboration.
• Develops and implements appropriate administrative procedures to establish efficient workflow processes, assigning specific tasks and facilitating effective cross-training to ensure backup or additional assistance is available when needed.
• Ensures office area is appropriately staffed to provide the highest level of professional excellence in customer service to assist all who may contact the office, whether the exchange is in-person, over the phone, or via email.
• Contributes to a team-oriented, anticipatory, and supportive working environment. Encourages constructive feedback on performance. Models a team-supportive approach to all work the unit performs and demonstrates a willingness to assist where needed.
• Supports the Vice President in managing the unit's financial functions and assists with budget planning, management, and analysis.
• Assists the staff in managing the annual budget development process for the unit
• Manages expenditures and cards used for purchasing. Reconciles accounts and produces reports for the Vice President's review.
• Reviews financial items for completeness before sending them to the Vice President for approval.
• Assists with budget projections and analysis of current and future trends.
• Collaborates with other departments to maintain accurate accounts of positions, vacancies, and salaries for the unit.
• Contributes to the University's overall success by performing other essential duties and responsibilities as assigned or as appropriate.

Required Qualifications:
• Bachelor's degree (or degree completion by the end of the semester of hire).
• Minimum of two years experience that demonstrates knowledge and understanding of coordinating, prioritizing, and organizing in a fast-paced and dynamic office environment.
• Supervisory experience.
• Demonstrated effective interpersonal and communication skills, with a precise command of grammar and correct use of the English language.
• Ability to work independently and with a team construct.
• Demonstrable ability and commitment to build effective professional relationships with various people, including those from under-represented populations.
• Ability to effectively operate Windows operating software and Microsoft Office products.
• Valid Driver's License with a driving record acceptable to Washburn.

Physical Requirements:
• Ability to maneuver and lift items weighing up to 25 pounds.
• May occasionally work some evenings and weekends.

Full time Exempt Mon-Fri    
Background Check and Driving History Required