Assistant to the VP Enrollment Management and the VP for Planning and Policy - 501654
University of Richmond

SUMMARY:

Provide administrative support for two Vice Presidents and the committees on which the Vice Presidents serve or chair, and day-to-day administrative operations and budget management for of the Office of Enrollment Management and the Office of Planning and Policy. In addition to administrative support for the Vice Presidents, this role also includes the oversight, planning, and execution of complex special projects and events; research and data gathering; and support in the development of reports and presentations. The Office of Enrollment Management includes the Office of Undergraduate Admission, Office of Financial Aid, and Office of Scholars and Fellowships. The Office of Planning and Policy includes the Office the Registrar, Institutional Effectiveness, and UR Better. These two Vice Presidents also jointly manage the Enrollment and Student Customer Relationship Management Systems/Slate office.

RESPONSIBILITIES:

Project Support

• Prepare draft reports, presentations, memos, correspondence, and other documents for review by Vice Presidents and distribution to a variety of audiences, including faculty, staff, alumni, and trustees.
• Research and summarize policies, best practices, and enrollment matters at other institutions.
• Maintain the Enrollment Management website including the coordination and preparation of annual Enrollment Updates.
• Maintain Policy Library including the website, annual review of University policies, maintaining inventory of existing policies and preparing new policies for publishing and distribution; working collaboratively with departments and organizations across campus on policy updates and coordination of websites with the Policy Library.
• Compile data for use by the Vice Presidents and create charts, data visualizations, and infographics from data sets.
• Coordinate campus visits with consultants, vendors, and special visitors including scheduling, booking accommodations, catering, meeting space, and all other logistics.
• Provide oversight and reporting for the Student Emergency Fund including but not limited to
  • Monitoring the workflow of submissions and responses for support
  • Budget management including monthly reconciliation of expenditures
  • Coordinating with other departments to organize programs and resources for students who remain on campus over breaks
  • Compiling and submitting requests for winter stipends
  • Development and maintenance of program processes, guidelines, rules and regulations within University policies and federal financial aid policies
  • Collaborate with Slate/ESCRM team on system enhancements for efficient processes, transaction and reports
  • Compile and present year-end report to Vice Presidents and College Deans including any processing and program recommendations.
• Manage the budgets for the Office of Enrollment Management and Office of Planning and Policy and monitor various department budgets. Monitor division discretionary/ reserve funds for Vice Presidents.
  • Coordinate with the Vice Presidents' direct reports to obtain annual budget requests, setting deadlines for data, information and any requests for funding for each Vice President's review.
  • Systematically track expenses and expenditures to ensure that division resources are being well utilized and that expenses stay within budget.
  • Research budget spending year over year as needed to monitor spending in various categories (i.e. employee travel, etc.) as needed
• Manage contracts in the University's centralized database, including tracking contracts for renewal and tracking contract related payments
• Serve as a project manager for key initiatives and special projects for Planning & Policy and Enrollment Management at the division and department level as necessary.

Administrative support

• Serve as the first point of contact for the Office of Enrollment Management and the Office of Planning and Policy for internal and external constituencies.
• Manage the calendars for the Vice President of Enrollment Management and the Vice President for Planning and Policy.
  • Keep the Vice Presidents apprised of important deadlines, events, assignments, and meetings by creating a master listing of recurring deliverables prior to the start of each academic year.
  • Proactively manage complex calendars, with awareness of priorities and deadlines, to support the evolving needs of these offices.
  • Schedule recurring and unique meetings and manage meeting logistics as needed.
• Manage travel for the Vice Presidents, including hotel, transportation, and logistics for dozens of trips each year. Book travel and prepare detailed itineraries for travel; reconcile travel expenses, and process reimbursements as necessary.
• Manage electronic and paper filing systems for the two offices; review files annually for items to retain or purge.
• Route daily mail; acknowledge and respond to general correspondence including tracking, initial drafting, and following up on substantive correspondence.
• Plan and staff division-wide meetings throughout the academic year, including securing spaces, collaborating and finalizing guest speakers, activities and themes for all meetings in both divisions. Prepare and distribute agendas, minutes and any follow up as required.
• Plan and staff any trainings, team development, networking or social events hosted by the Vice Presidents including compiling suggestions for guest speakers, themes, or topics.
• Provide assistance at select recruitment and yield events hosted by the Office of Admission, including registration, providing logistical support, and/or setting up and breaking down
• Attend select meetings under the direction of a Vice President to take minutes and/or provide on-site logistical support.
• In collaboration with the Provost's Office staff, assist with the creation, compilation and delivery of materials for the Academic and Enrollment Management Committee of the Board of Trustees including proofreading, coordination of data, development of charts, data and presentation materials for distribution to Trustees.
• Provide logistical support for Academic and Enrollment Management Committee of the Board of Trustees at meetings including taking minutes and providing in-person and virtual support (via Zoom) for both hybrid and remote meetings.

QUALIFICATIONS:

• Strong interpersonal and communication skills including the ability to create, compose, proofread, and edit written materials.
• Ability to identify and adapt to changing priorities at sometimes high levels of urgency.
• Demonstrated ability to work effectively with a wide range of internal and external constituencies in a diverse community.
• Ability to build strong relationships and networks with colleagues and departments across campus.
• Attention to detail; organized, thorough, and consistent with follow-through.
• Skilled in organizing resources and establishing priorities.
• Ability to balance multiple tasks and projects and to work effectively with a team of professionals.
• Administrative and organizational skills which include confidential records maintenance, extensive scheduling, office management, and travel planning
• Ability to coordinate and organize meetings and/or special events.
• Knowledge of academic administrative principles and procedures.
• Ability to work independently, and perform duties with considerable degree of autonomy.
• Ability to develop and manage division, department, and special project budgets.
• Ability to handle highly confidential information.
• Expert skill level with Microsoft products, including Outlook, Word, Excel, and PowerPoint, and Adobe Acrobat is required.
• Ability to extract information from Enterprise Content Management and Customer Relationship Management systems with experience working with Slate, Banner, ROADS, and Qualtrics preferred. Ability to troubleshoot problems with office equipment and software platforms and programs.
• Demonstrated ability to conduct research and compile data from external sources. Ability to analyze information, draw conclusions and prepare for presenting/sharing with others.

EDUCATION & EXPERIENCE:

• High School diploma or equivalent required. Bachelor's degree strongly preferred.
• Minimum 4-6 years of administrative experience in a fast-paced environment, preferably in a higher education setting and/or supporting a senior level executive.

WORK HOURS:

• Full-time, non-exempt position
• Monday - Friday, 8:30 a.m. - 5:00 p.m.; 7.75 hrs./day; 38.75 hrs./week; frequent overtime for special project and peak weeks of recruitment and administrative activity

SALARY STRUCTURE:
Pay Grade 5 (Hiring Range $18.79 to $24.90 per hour)

ABOUT UR:

At the University of Richmond, we're creative, inclusive, and determined. We're Spiders, and our mission is to create positive change in the UR community and beyond. Located minutes from downtown Richmond, Virginia, the University of Richmond (www.richmond.edu) blends the intimacy of a small college with exceptional academic, research, and cultural opportunities usually found only at large institutions. There's only one place like Richmond.

UR is committed to developing a diverse faculty, staff and student body, and to modeling an inclusive campus community which values the expression of differences in ways that promote excellence in teaching, learning, personal development and institutional success. In keeping with this commitment, our academic community welcomes candidates from diverse backgrounds and candidates who support diversity. EOE

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