Administrative Specialist - Office of Admission - 500328
University of Richmond

Job Info

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Administrative Specialist - Office of Admission - 500328

*Cover letter is required. Please address your qualifications as listed in position description*

SUMMARY:

The Administrative Specialist provides the highest-level administrative support to the Assistant Vice President and Dean of Admission. The position is charged with supporting all admission, committee work, and projects performed by the AVP and Dean. The position oversees and audits all Admission budget indices, serves as office manager, and executes all contract processes in the ESM Solutions Contract Management Portal.

RESPONSIBILITIES:

Direct Support for AVP and Dean of Admission:

• Maintains the highest degree of privacy and confidentiality given the extremely sensitive nature of both academic and personal student information the AVP and Dean handles daily.
• Prepares individual responses to questions from students, parents, counselors, alumni, and outside organizations via letter, email, or CRM-generated; researches answers through interaction with campus-wide academic and administrative departments as well as outside vendors.
• Prepares and edits AVP and Dean's correspondence to include independently writing on-brand, grammatically correct, professional business responses to individual constituents as needed.
• Prepares office documents, manuals, certificates, proposals, and comprehensive reports; coordinates the editing and production of the department Annual Report.
• Coordinates the involvement in admission programs and events of senior administrators and academic Deans; corresponds with Deans, department chairs, and senior administrators via telephone, email, or memorandum on behalf of the AVP.
• Manages all aspects of the Dean's travel portfolio; provides logistical travel support, including making appointments, creating itineraries in CRM/Slate, and scheduling meetings with alumni, parents, and prospective students; coordinates all prospect management follow-up and correspondence through CRM/Slate.
• Manages logistics associated with campus committee work in which the AVP and Dean leads or participates.
• Supports high-level admission committee decisions by tracking and generating data-warehouse reports.

General Office Management:

• Maintains Office of Admission meeting minutes, calendars, and files.
• Schedules and manages logistics of office-wide meetings and vendor presentations; creates agendas and itineraries; makes all facility, hotel, and meal arrangements for Office of Admission staff, consultants, and other University guests.
• Using the Admission CRM (Slate) and the University Data Warehouse (Roads), generates and validates data and completes external surveys for various agencies and programs.
• Promotes camaraderie and positive relationships with members of the office staff by serving as a resource and planning activities for the office, as well as by mentoring administrative staff.
• Participates in and/or leads internal wellness working groups to provide timely and equitable recognition of staff.
• Promotes a sense of diplomacy and positive relationships with various constituencies by serving as an effective and responsive resource for students, faculty, parents, alumni, and other University offices.
• Adheres to all confidentiality standards and legal requirements related to prospective students, students, alumni, employees, and other University-related information.
• Executes contract processes in the ESM Solutions Contract Management Portal for the Admission Department.
• Serves as procurement liaison, assessing office needs, obtaining samples/quotes, working with vendor(s), and managing inventory.
• Maintains files for the office and for the Dean.
• Answers calls from prospective students/families or other constituents; addresses student, parent, and counselor questions concerning applicant status using Slate.
• Executes student data and recruitment activities and/or contact codes in Slate.

Budget:

• Oversees monthly audits of $2 million Admission budget with numerous indices; prepares monthly year-to-date reports as well as multiple-year comparative reports.
• Provides support as required for annual Admission budget requests; researches and edits justifications for planning and priority budget requests.
• Pays related bills, including preparing check requests, journal vouchers, and travel reimbursements, and handling deposits made to the department.
• Reconciles the monthly office purchasing card statements and receipts with budget indices.
• Provides allocation support for multiple staff members, prepares requests for operating budget; reconciles expenditures, arranges financial transactions, and maintains monthly budgets.
• Serves as a resource for all areas of office regarding budget matters.

QUALIFICATIONS:

• Working knowledge of college admission policies and practices, preferred.
• Demonstrated understanding of and appreciation for the value of inclusive diversity; proven ability to work with diverse constituencies.
• Extensive knowledge of professional business and public relations writing.
• Extensive knowledge of standard grammatical style guides.
• Excellent interpersonal, verbal/written communication, and organizational skills.
• Excellent computer skills to include extensive knowledge of and experience with Microsoft products, including MS Outlook, Word, PowerPoint, and Excel.
• Prior experience with data bases and customer relationship management systems, experience with (SLATE) preferred.
• Attention to detail, organized, and consistent with follow-through.
• Ability to prioritize and balance multiple tasks and projects while working effectively with a team of professionals.
• Demonstrated ability to reconcile and manage budgets.
• Ability to supervise student workers as needed.
• Independent worker capable of performing job duties with a considerable degree of autonomy.
• A thorough understanding of FERPA and the procedures for compliance; the ability to handle highly confidential information appropriately.
• Proven ability in project and resource management.
• Highly self-motivated and independent critical thinker and worker.
  • Advanced problem-solving capabilities, creativity, and strong work ethic.
  • Demonstrated ability to effectively train and develop support staff.
  • Strong professional presence.
  • Must have a valid Driver's License.

EDUCATION & EXPERIENCE:

• Bachelor's degree is preferred. High school diploma required.
• Experience supporting executive administrative needs, including calendaring, travel planning, office management, reports and projects.
• Minimum 5 years of administrative support experience and at least three of those years administratively supporting a senior departmental administrator preferred.

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
• Occasional early morning/evening/weekend work is required.

SALARY STRUCTURE:
Pay Grade 5 (Hiring Range $18.24 to $24.17 per hour)

COVID-19:

The University of Richmond requires COVID-19 vaccinations for all students, faculty, and staff. The University allows exemptions to this requirement for religious, medical and strong personal conviction reasons. All newly hired employees must report their status within the first two weeks of employment.

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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