Assistant to the Executive Director for Enrollment Services & University Registrar

Job Title Assistant to the Executive Director for Enrollment Services & University Registrar Job Summary The Assistant to the Executive Director for Enrollment Services & University Registrar provides high‑level executive administrative support to the Executive Director, serving as the principal operational and communications hub for the Office of the Registrar. This position plays a critical role in advancing the division's mission to support prospective, new, and continuing students at Morgan State University through registration, records management, enrollment verification, graduation services, and other registrar functions. The Assistant ensures the smooth day‑to‑day functioning of the Executive Director’s office by managing communications, calendars, projects, budgets, and personnel in alignment with the Division of Enrollment Management and Student Success (EMASS) PATH principles – Professionalism, Accuracy, Timeliness, and Helpfulness – and the University’s Transformation Morgan 2030 Strategic Plan goals. Job Duties Executive & Administrative Support (35%) Serve as the principal administrative contact for the Executive Director for Enrollment Services & University Registrar, ensuring seamless operations and superior executive‑level support Manage the Executive Director's calendar, scheduling, and travel arrangements/reimbursements; respond quickly and efficiently to a high volume of requests and changes Assist with coordinating meetings, preparing agendas, presentations, and briefing materials for the Executive Director and University Registrar Attend select internal and external meetings with the Executive Director to record minutes, track action items, and ensure timely follow‑through Receive, triage, and process all incoming communications to the Executive Director, including monitoring general office email accounts and responding to inquiries as appropriate Draft, edit, and finalize correspondence, memos, reports, policy documents, and other communications on behalf of the Executive Director Maintain strict confidentiality of all records, information, and communications in full compliance with FERPA regulations and University privacy policies Serve as a point of contact for students, parents, faculty, administrators, and external stakeholders, welcoming all in person, by telephone, and via multiple communication platforms Office Operations & Resource Management (25%) Serve as purchasing card holder and budget officer for all offices under the supervision of the Executive Director; track expenditures, reconcile accounts, and submit financial reports in accordance with University fiscal policies Maintain an accurate and sufficient office supplies inventory, anticipate needs, evaluate new products, place orders, and verify receipt of supplies Assist with hiring, onboarding, training, scheduling, and supervising the student workforce (student employees, work‑study participants), supporting offices under the Executive Director's supervision Develop and maintain organized, efficient systems for document management, office workflows, and administrative records using Banner SIS, Microsoft Office 365, and Google Workspace Support compliance with all federal, state, and University rules and policies related to student records, privacy, and institutional data governance, including FERPA Assist in monitoring the Office of the Registrar's service delivery systems (e.g., Parchment transcript processing, BSEP program administration, residency reclassification, enrollment verifications) to ensure accuracy and timeliness Strategic Projects & Institutional Initiatives (20%) Independently manage special projects as assigned by the Executive Director, including cross‑divisional initiatives that support EMASS and University strategic enrollment goals Support the Executive Director in the research, analysis, and preparation of data reports, presentations, and briefings tied to enrollment trends, retention metrics, and student success indicators aligned with Transformation Morgan 2030 goals (e.g., increasing enrollment to 10,000 by 2030, maintaining a 70%+ first‑to‑second‑year retention rate) Assist in coordinating the Office of the Registrar's contribution to accreditation processes, institutional assessment, and compliance reporting for the Middle States Commission on Higher Education Coordinate with EMASS divisional partners – including Admissions, Financial Aid, Academic Advising, and Student Retention – to facilitate information sharing, project alignment, and event coordination that supports student success from pre‑enrollment through graduation Support the planning, logistics, and communications for Office of the Registrar‑led events such as graduation application campaigns, readmission/reactivation outreach, and registration open house activities Assist in identifying and implementing technology and process improvements that advance operational excellence, consistent with the University's IT and infrastructure plan Communications & Stakeholder Engagement (15%) Serve as a visible, professional ambassador for the Office of the Registrar, modeling the EMASS PATH values of Professionalism, Accuracy, Timeliness, and Helpfulness in all interactions Manage and coordinate external and internal communications for the Executive Director, including preparing talking points, report summaries, and presentation materials for university leadership, the Board of Regents, and external stakeholders Assist in updating and maintaining web‑based and digital communications for the Office of the Registrar to ensure accurate, accessible student‑facing content (e.g., transcript services, registration guidance, graduation information, BSEP) Liaise with the University's communications, IT, and marketing offices to ensure messaging and materials align with MSU brand standards and strategic priorities Other duties and projects as assigned Requested Minimum Qualifications Education Bachelor's degree in Business Administration, Public Administration, Higher Education Administration, or related field required Experience Minimum of three (3) years of progressively responsible administrative/executive assistant and office management experience, demonstrating the ability to work independently, solve complex problems, and exercise sound judgment Demonstrated experience managing budgets, purchasing card accounts, or financial reporting Other Preferences for Consideration Master's degree in Higher Education Administration, Business Administration, or a related field Experience with Morgan State University's Banner SIS and institutional systems Knowledge of FERPA, AACRAO best practices, and higher education records management standards Experience in a higher education setting is strongly preferred; familiarity with registrar, enrollment management, or student services operations is a plus Bilingual in Spanish is a plus Demonstrated experience supporting senior‑level administrators in a fast‑paced, high‑volume environment Familiarity with accreditation reporting and institutional effectiveness processes Knowledge, Skills & Abilities Skills and Competencies Demonstrated proficiency in Banner SIS or comparable higher education enterprise systems, or the ability to learn quickly Intermediate to advanced skills with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Google Workspace (Docs, Sheets, Drive, Calendar) Ability to manage multiple high‑priority tasks simultaneously, with frequent interruptions, while remaining calm and organized under pressure Strong written and oral communication skills with the ability to draft clear, professional correspondence and reports Exceptional organizational skills and meticulous attention to detail Superior interpersonal skills with a demonstrated customer‑oriented, service‑centered attitude appropriate for an institutional/educational environment Ability to appropriately handle sensitive and confidential information in compliance with FERPA and institutional privacy standards Demonstrated cultural competency and commitment to equity‑minded service aligned with MSU's diverse student population Creative approach to problem‑solving; ability to think strategically and pivot as needs arise Commitment to professional growth and continuous improvement in alignment with the University's staff development goals Technical Proficiencies Proficiency with student information systems (e.g., Ellucian Banner SIS) Experience with document management systems and cloud‑based platforms (Microsoft 365, Google Workspace) Familiarity with registration and student records management workflows (e.g., Parchment transcript system, enrollment verification platforms) Experience with budget tracking tools, purchasing card management systems, and financial reporting Competency with project management and communication tools (e.g., Smartsheet, Teams, Hiver) Physical Requirements Ability to move about campus to attend and conduct meetings within the Morgan State University community Ability to interact via telephone, in person, and via electronic media Ability to work in a typical office environment requiring extended periods of sitting and working at a computer daily Additional Position Notes Full‑time on‑site position, Monday through Friday, 8:00 AM - 5:00 PM, in alignment with Morgan State University's official hours of operation. Occasional evening or weekend commitments may be required for university events or peak enrollment periods #J-18808-Ljbffr