Administrative Assistant to VP/Visit Coord Details

Administrative Assistant to VP/Visit Coord

Ohio Wesleyan University - Delaware, OH

Employment Type : Full-Time

Reporting to the Vice President for Enrollment and Communications, this full-time position involves a wide range of administrative and general support activities including, but not limited to, calendar management, travel and meeting planning, initiating and executing correspondence, organization and preparation of information and material for meetings, payment of invoices and credit card management, ordering office supplies, assisting with general office administrative tasks (including mailings and data entry), and conducting other tasks assigned by the Vice President. This individual will also serve as the Campus Visit Coordinator, responsible for arranging and coordinating prospective student visits.

The Assistant to the Vice President must demonstrate the ability to handle confidential information with discretion. Well-developed interpersonal communication skills and a focus on customer service are a must for serving as liaison for the Vice President with individuals from many constituencies including trustees, donors, alumni, parents, faculty, students and staff. The Administrative Assistant is responsible for transcribing and preparing minutes of committee meetings and must possess the ability to conduct general office duties in a professional, efficient and timely manner

This position also provides administrative support for the Office of University Communications, including:

• Maintenance of invoices, communication with vendors, etc.
• Manage various budget-related tasks for the office, including but not limited to: the initiation of purchase orders and check requests; drafting of special memos to transfer funds; ordering of standard and special supplies; tracking of order fulfillment; creation of budget reports.
• Schedule photography and videography for campus-wide events, student photoshoots, photos of new-hires, and student organized events.
• Assist the Associate Director/Project Manager with management of the Postmaster Permit 5419 account and create reports for University Advancement and Admission twice a year.
• Monitor the Office of University Communications accounts and provide budget reports to the Chief Communications Officer on a regular basis.
• Process paperwork and online payroll for student workers in University Communications.
• Process charges made to UC p-cards, clear MasterCard for each UC team member, and process cash refunds for UC staff.
• Answer the UC general phone line and forward messages to the staff or other departments.

This position also fulfills the important role of coordinating the department’s campus visit program for prospective students and their families. Duties associated with the role include:

• Manage the logistics related to the scheduling of prospective students’ visits to campus, including processing visit requests electronically or via phone, coordinating with various constituents on campus (faculty, staff, coaches, students, etc.) to arrange student visit schedules, confirming details of visit with student, and displaying daily visitor list for office constituents (tour guides, lobby hosts, admission staff, etc.).
• Maintain office calendar as it relates to individual visits.
• Greet families visiting the Office of Admission.
• Mingle with guests and assist with their visit needs.
• Co-supervise lobby hosts and tour guides.
• Work with Associate Director of Admission Operations to ensure CRM (Slate) is set up properly for individual campus visits, including promotion of visit opportunities, registration page/form, and emails for confirmation, final details, and post-visit survey.
• Field and direct incoming Office of Admission phone calls.
• Maintain visitor reception area.
• Maintain and update PowerPoint presentations used by staff for information sessions.
• Maintain/update foyer TV slide daily, listing visitors for that day.
• Send campus community email listing weekly visitors

Qualifications Include:

• Bachelor’s degree preferred.
• 2-5 years of related experience required.
• Must possess excellent computer skills, including high proficiency with Microsoft Office.
• Knowledge of Slate desirable, but not required.
• Excellent oral and written communication skills.
• Be a self-starter, a good multitasker, organized, and detail oriented.
• Must possess the willingness to be flexible to support the mission, goals, and objectives of the university.

To be considered for the position, please submit the following:

• Cover letter with salary requirements
• Resume
• Names, titles and contact information for three professional references

Application review will begin immediately and will continue until the position is filled.

OHIO WESLEYAN UNIVERSITY is a private liberal arts college located 20 miles north of Columbus in Delaware, Ohio. OWU is committed to providing equal opportunities in employment and welcomes applications from all. OWU celebrates diversity and does not discriminate against individuals on the basis of race, ethnicity, religion, color, culture, national origin, sex and/or sexual orientation, gender, gender identity and/or expression, age, marital status, veteran status, disability status, socio-economic status, or any other legally protected factor. OWU is an equal opportunity institution and has a strong commitment to supporting diversity, equity, and inclusion. Qualified individuals will not be disadvantaged based on being unemployed.