Admin. Assist. for Enrollment Management

Administrative Assistant for Enrollment Management

The Administrative Assistant for Enrollment Management supports the administrative needs of the Enrollment Management division, while also offering direct support to the Vice President for Enrollment Management. This role is key in processing applications to the seminary and maintaining an organized process so that staff colleagues can do the work of supporting prospective students as they move toward becoming matriculated students. Though this individual will support the admissions team most significantly, they are also available to support both Financial Aid, Marketing and Communications, and the Course of Study Director.

Other key responsibilities will include: managing multiple email inboxes, scheduling travel and keeping track of expense reporting. This individual will offer direct support to the VP for Enrollment Management by managing calendars, supporting the VP's work with the Board of Trustees, and coordinating key external projects such as grant management, partnership cultivation and more.

Required Education and Experience

• Bachelor's degree in relevant field of study.
• 3 or more years of administrative experience.
• Experience with budget procedures, especially monitoring reports and making corrections.
• Excellent computer skills, including familiarity with Microsoft Office products (Word, Excel, Publisher, PowerPoint).
• Exceptional communication skills in speaking and writing, with competencies for social interaction in diverse cultural and religious settings. Excellent spelling, grammar and punctuation skills are essential.

Preferred Education and Experience

• Previous administrative experience in higher education.
• Previous experience with or capacity to be trained to utilize Jenzabar/JRM, Salesforce, Outlook, Canvas, (or equivalent LMS), myGETS (LMS management software).
• Knowledge of Christian ministry vocations and/or The United Methodist Church.
• Bi/Multi-lingual. Spanish language preferred.

Essential Functions and Responsibilities

1. Provide support for the VP for Enrollment Management
   • Complete expense reporting and invoicing
   • Manage calendar
   • Help to schedule travel as necessary
   • Manage vendor relationships for the division
   • Support the VP in staffing the Enrollment, Marketing, and Innovation Committee of the Board of Trustees
2. Provide administrative support for the Office of Admissions
   • Work with the Admissions team to process application materials into Garrett's admissions database, ensuring that prospective students flow from application to committee review in a timely manner.
   • Coordinate campus visits and events for the Office of Admissions, including scheduling visits and catering orders as needed.
   • Contact students requesting campus visits to ensure campus visit needs are being met.
   • Communicate with student workers, staff offices, and faculty in planning visits.
3. Process expense reports for the Senior Director for Enrollment Management
4. Manage travel (when necessary) for the Senior Director for Enrollment Management
5. Contribute to maintaining a welcoming and hospitable environment for the Office of Admissions.
6. Order and maintain office and hospitality supplies.
7. Collaborate with administrative staff in the seminary for seminary-wide events (Homecoming, Orientation, Commencement, Board Meetings).
8. Order background checks for enrolling students
9. Upload final applications to online portal for review
10. Upload files of enrolling students to shared portal for registrar's office
11. Support Admissions-specific Communications activities
    • Manage multiple email inboxes
    • Answer incoming calls/emails and resolve routine and complex inquiries while tracking communication.
    • Prepare and compose routine correspondence and emails to prospective students.
    • Knowledge of mass email communications to various Seminary audiences.
    • Reviews and executes all incoming departmental mail.
12. Support the Enrollment Management Division on project-specific needs
    • Assist the Marketing and Communications Office with invoicing and delivery of marketing materials.
    • Communicate with faculty when scheduling various communications, marketing, and media needs
    • Assist with expense report submission
    • Support the Course of Study team with key administrative tasks
13. Other duties as assigned.