Executive Assistant - Bentley University in Waltham Massachusetts

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Bentley University

Waltham, Massachusetts

United States

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Detailed Job Description

Provide efficient, seasoned support to the Vice President for Enrollment Management. This position is responsible for interfacing with other university departments, facilitating the Vice President's activities, managing the administrative workflow within the office, and providing general administrative support to division staff as needed.  

Additional Description of Duties:

Administrative: Assist in the preparation of analysis, reports and presentations to the Board of Trustees and various other internal and external audiences. Maintain department records and time-off schedules and timesheets. Participate in the Enrollment Management Team meetings; records action items. Monitor the process of special interest applicant files.

Office/Reception: Serve as departmental point of contact for external individuals and organizations, coordinating or directing calls and visitors as needed. Use professional discretion to make preliminary inquiries and assessments to help resolve problems or expedite matters.

Scheduling/Events: Monitor the Vice President's appointment schedule to ensure that it allows for adequate time for interaction with direct reports and various constituencies across the campus. Respond to situations and challenges as they occur, prioritizing the impact on the flow of the Vice President's daily schedule. Provide timely response to daily needs. Organize logistics for quarterly divisional meetings.

Financial: Analyze and monitor the budget cost centers that fall under the Vice President's responsibility. For the Vice President's direct cost center, draft new budget requests and forecasts for VP's review. Monitor, along with the Executive Director for Enrollment Analytics/Enrollment Systems, spending budget/activities for outsourced contractual engagements. Prepare and monitor purchase orders. Reconcile purchasing card and travel card statements. Coordinate with appropriate administrative department(s) to resolve budget-related questions. Provide assistance to all budget managers in the division as needed. Monitor and order supplies for the department.

Computer Analysis, Technology and Research: Generate summary and detail reports using the Cognos reporting tool and create/maintain spreadsheets regarding the profile of the undergraduate student pool. Research various student recruits/applicants using tools, such as Banner Relationship Management (BRM), ImageNow (on-line applicant management process), Cognos reporting and Banner. Understand and assist in defining the layout of the Bentley share drive (N drive) to enable easy access to Enrollment Management data.  

Position Qualifications

BA/BS degree with 2-4 years of progressively responsible executive support experience; or Associate's degree with 5-7 years of progressively responsible professional executive /administrative experience; or equivalent combination of training and experience.

Experience in a fast paced environment, preferably in higher education administration supporting senior staff member.

Outstanding analytical, administrative and technical support skills. Demonstrated ability to manipulate, arrange, and verify data to support VP's analysis, which is critical to the achievement of enrollment goals and strategies.

Solid (intermediate to advanced) MS Office expertise (Outlook, Word, PowerPoint, Excel), and appropriate technical competence with other computer systems. Ability to learn Division-wide systems, such as Cognos reporting, ImageNow, Banner Relationship Management (BRM), Banner database.

Knowledge of academic /university recruitment cycles, management needs, and reporting requirements .

Basic budget management and financial analysis skills.

Tact, diplomacy, confidentiality, and advanced written and verbal communication and interpersonal skills. Sound problem solving skills.

Customer service and public relations orientation. Supportive and cooperative team orientation.

Broad diversity and cultural awareness.  

Special Instructions to Applicants

For best consideration, please apply by 4/21/15.

Bentley University requires reference checks and may conduct other pre-employment screening.  

Bentley University is an Equal Opportunity Employer, building strength through diversity.  

Keyword Phrases

  • VP for Enrollment Management
  • Executive Assistant
  • Business University
  • STAR - Scholarship, Teaching, Advising, Research
  • Corporate & Community Partnerships
  • Admissions & Enrollment / Recruiting
  • Program Administrators and Coordinators
Employment Type:Higher Education Executives
Degree Required: Associate
Experience: See Job Description
Salary: Not Specified
Type of School:4 - Year / Masters Institution
Application Requirements: CV/Resume
Cover Letter