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This position reports directly to the Associate Vice President for Enrollment Services and provides administrative support for all aspects of Enrollment Services in support of student enrollment responsibilities.
35%-Support to the Associate Vice President
Coordination, liaison, and collaboration of Special Projects – Work collaboratively with the Associate Vice President (AVP) for Enrollment Services and with the Enrollment Services Leadership Team (ESLT). Schedule meetings and appointments on behalf of the AVP ensuring that meeting requests are completed in a timely fashion, vetted in an appropriate manner, and clearly presented. Develop and implement department policies. Frequent interaction and contact with senior management staff, administrative officers, community leaders, and local and state officials. Coordinate conference calls, campus meetings and off-site meetings. Ensure that the tone, standards of professionalism and customer service reflect the values and service standards communicated by the AVP. Develop and adhere to confidentiality standards within the office. Serve as liaison to the Provost’s and President’s Office, including preparation of reports, essential communication, student complaints, assisting in crisis situations, and engage as liaison with all other departments, faculty and staff within Metro State and the outside community. Organize and establish work processes to provide support to AVP to ensure the delivery of designated services, and implement rules and regulations, policies, and other guidelines to achieve program objectives. Determine cyclical deadlines and integrate on-going support for the AVP in order to deliver timely and high-quality work products in compliance with the academic calendar, EEO, HR and other deadlines as appropriate. Support the AVP for Enrollment Services in the logistics (facility, catering, decor, staffing, etc.) involved in planning and the successful execution of relevant initiatives and community events.
30% – Administrative Support
Manage complex internal operations, identify problem issues and develop solutions. Handle confidential information. Write, approve, and edit memoranda and correspondence. Work independently, handles matters confidentially, analyze and solve problems in the AVP Office, and make decisions appropriate to the position. Develop and adhere to confidentiality standards within the office Prioritize, evaluate, develop, and implement multiple work processes to achieve program efficiencies and deliver needed services effectively. Serve as a resource in this area and assist other enrollment departments. Adapt from routine administrative duties to handling special needs or situations seamlessly and on a daily basis. Manage outbound and inbound correspondence. Field inbound phone calls for the office. Serve as coordinator and support staff for a variety of meetings, including ESLT staff meetings, standing meetings and task forces as needed. Request agenda items for meetings, take minutes, develop action items for follow-up, finalize material and schedule presentations as appropriate. Serve as point of contact and manage providing assistance to staff and students who visit the office; resolve problems and/or refer to appropriate personnel, as per College policy. Organize, assist, represent, participate and support multiple committee meetings including MLK Peace Breakfast, Latino Graduation Ceremony, HSI Task Force, Search Committees and others as assigned. Establish timelines and tasks, work with outside vendors, coordinate event materials, and work within established budgets.
10% – Technical/Data Support
Develop and maintain technical publications for Enrollment Services printed materials, website, digital displays, and other medium.
Prepare annual reports.
Perform topical data research and analysis on a variety of topics, including Enrollment data, and internal policies and procedures.
Responsibility for developing and analyzing Hispanic Serving Institution data in conjunction with the AVP and ensure the sharing of these data with appropriate College staff and community organizations. Identify, track and analyze complicated data including both income and expenditure accounts from the office.
10% – Supervision
Supervise student support staff in Enrollment Services. Hire, train and monitor work study and student hourly support for reception and customer service assistance. Develop job duties and goals for student employees and evaluate their performance. Also track academic performance to ensure satisfactory progression.
Supervision and management of MSU Denver Welcome Desk; maintains information/welcome desk objectives; includes management of Welcome Desk Coordinator and student staff
10% – Budget/Fiscal Responsibilities
Coordinate departmental budget aspect with Department’s budget manager for all reimbursement and fiscal expenditures for the Associate Vice President. Serve as budget and accounting services liaison for Enrollment Services departments by working within State Fiscal Rules. Create and monitor computerized budget systems. Be aware of and follow State Fiscal Rules. Identify and correct funding deviations in budgets. Make written correction to accounting services for any errors in the budgets.Reconcile Pro Card expenses and operate under Fiscal Rules concerning purchases. Submit reports to the Associate Vice President. Oversee travel arrangements for the AVP ensuring appropriate travel vendors are utilized given the applicable fiscal rules. Manage reimbursements associated with business-related travel.
5% – Student Petition/Assistance
Determine outcome of student petitions regarding the Late Registration Fee. Perform extensive research through Banner and office coordination regarding student appeals. Work closely with The Office of Student Accounts to refund any approved appeals.
•3 years of experience supporting a vice president, director, administrator or the equivalent combination of education and experience (one year of education is equal to two years of experience).
•At least two years of experience providing administrative support that includes scheduling of meetings, taking notes, communication and providing follow-up.
•Three years of experience using Microsoft Office Suite that includes Word, Excel, Power Point and Outlook.
•Experience working collaboratively as part of a team to complete projects, programs, events, etc. and working independently on occasion.
•Experience providing supervision and performance management over staff.
•Work experience in higher education is preferred.
•Experience with Banner or similar Student Information Database System.
•Experience working in an environment that requires discretion, FERPA compliance and confidentiality.
•Experience providing budget management and/or fiscal responsibilities that includes bookkeeping, purchasing, accounting for a department or division.
•Experience maintaining website, digital display and technical publications.
•Experience collecting and analyzing data.
•Experience coordinating travel arrangements
•Experience working with students, faculty, staff and community constituents.
•Must possess strong analytical Skills and problem solving ability.
•Must be able to plan and organize schedules, projects and events.
•Ability to multi-task and work with frequent interruptions.
•Ability to solve problems creatively.
•Must have excellent oral and written communication skills.
•Knowledge of Institutional, state and federal procurement policies and procedures.
The successful candidate must work with and be sensitive to the educational needs of a diverse urban population.
IMPORTANT: In order to be considered as an applicant you must apply via the online application system, www.msudenverjobs.com.
References refers to a list of three professional references and their contact information.
Official Transcripts will be required of the candidate selected for hire.
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