Title:

　　Director of Administration

　　Department:

　　Enrollment Services

　　Reports To:

　　Vice Provost - Enrollment Management

　　Position Type:

　　Staff

　　Position Summary:

　　Under the guidance of the Vice Provost for Enrollment Management, the Director of Administration manages all administrative functions for the Division of Enrollment Management. Responsibilities include operations, fiscal and budgetary management, human resource administration, resource management (including facilities and space planning), and special projects. The role provides extensive and effective management of the VP’s calendar and appointments, ensuring a clear purpose and strategic use of the VP’s time, exercising strong judgment in scheduling and screening requests for meetings with the VP in handling day-to-day operational decisions while escalating as appropriate. The position assumes primary responsibility for the preparation and dissemination of executive communications and presentations and provides high-level advising on administrative matters to the Vice Provost.

　　Essential Functions:

　　Serves as the point of contact for the Vice Provost for Enrollment Management high level inquiries and responds to complex inquiries based on policy. Receives, reviews and makes appropriate disposition of correspondence, using independent judgment and initiative.

　　Effectively manages the Vice Provost’s time through calendar management, scheduling, and document preparation.

　　Acts as liaison between departmental and university staff, the Vice Provost’s direct reports, and other stakeholders.

　　Acts on behalf of the Vice Provost when necessary, by facilitating communications and coordinating projects and task management throughout the division.

　　Manages space planning as needed.

　　Manage and oversee the Vice Provost’s travel schedule. Manages bookings and itineraries to ensure that all travel runs smoothly. Manages travel and expenses reports for the VP for timely and accurate reimbursement, working closely with the Financial Office.

　　Research, write and proofread high level correspondence, including, but not limited to, presentations, reports, etc. on behalf of the Vice Provost, using independent judgment and attention to detail. Suggests research to highlight and information to engage for the VP’s briefings.

　　Budget Management

　　Manages financial planning and resource allocation for the unit’s operating budgets.

　　Has fiduciary responsibility for maintaining a sound financial environment and good business practices and works closely with unit administrators who process and record financial transactions to ensure timely and accurate financial information.

　　Monitors accounts, resolves problems, ensures compliance, and safeguards resources.

　　Reviews and approves purchase requisitions and payments at the division level and provides corrective actions if necessary.

　　Acts as liaison with the Office of the Provost and the Office of University Budgets on all division-level budget and finance issues.

　　Project Coordination

　　Manages exceptional division-level projects at the direction of the Vice Provost, including but not limited to the development of operational procedures and coordination of data research, collection, and analysis.

　　Oversee accountability and progress monitoring processes to ensure Office of Enrollment meets its strategic organizational goals.

　　Independently manages and oversees all executive level communications for the VP, with utmost confidentiality and discretion.

　　Supports division in multi-year Enterprise Resource Planning project through the coordination of cross-departmental communication, training, and participation.

　　Serve as a key advisor to the Vice Provost and senior leadership to guide strategy and support the decision-making process.

　　Ensure organization-wide or cross-functional challenges, questions and issues find resolution, through direct leadership or through collaboration with functional leadership

　　Identifies opportunities for process improvements for activities and initiatives and manage the design and implementation of improvements, working closely with the Chief of Staff.

　　Prerequisite Qualifications:

　　Bachelor’s degree required.

　　Minimum of five years previous work experience in a comparable administrative position.

　　Strong decision-making capabilities, analytical and problem-solving skills.

　　Demonstrated ability with budgeting, financial, and project management.

　　Proficient in the use of productivity software and administrative tools.

　　Familiarity with technology solutions for streamlining administrative processes.

　　Experience in organizational management and aligning administrative functions with organizational goals.

　　Comfortable with ambiguity, and be an excellent communicator with a bias to action.

　　Customer-focused mindset with the ability to address both internal and external needs.

　　Proven experience in fostering a collaborative and inclusive work environment.

　　Ability to communicate effectively with staff at all levels, stakeholders, and external partners.

　　Ability to adapt to changing priorities and flexibility to take on challenges and responsibilities as the organization evolves.

　　Ability to establishes and implements long- and short-range goals for the functional area consistent with University goals and objectives.

　　At the university's discretion, the education and experience prerequisites may be exempted where the candidate can demonstrate to the satisfaction of the university, an equivalent combination of education and experience specifically preparing the candidate for success in the position.

　　Preferred Qualifications:

　　Master’s Degree in related field.

　　Experience with Ellucian’s Banner.

　　Experience working in higher education.

　　Bargaining Unit:

　　Non-Aligned

　　Range/Band:

　　9

　　FLSA:

　　Exempt

　　Full-Time