Assistant to the Vice President

Coe College

Coe College seeks task-oriented and highly organized applicants for the position of Assistant to the Vice President. The Assistant to the Vice President assists the Vice President for Enrollment, Marketing & Institutional Effectiveness and manages budget for the Offices of Admission, Marketing, Student Financial Services and Information Technology.
 
Essential Job Responsibilities:

  • Assist the Vice President in day-to-day tasks as needed for admission, financial aid, information technology, institutional effectiveness projects, mailroom, marketing and the print center. 
  • Process and analyze numerical reports and data as requested. 
  • Maintain calendars and handle scheduling for the Vice President.
  • Manage phone and email inquiries on behalf of the Vice President. 
  • Manage the budget for admission, financial aid, marketing, information technology, the mailroom and the print center. 
  • Oversee invoicing, check requests, expense reports, purchasing and other finance-related tasks for admission, financial aid, marketing, information technology, the mailroom and the print center. 
  • Maintain office supplies, cleaning supplies and staff equipment inventory and ordering. 
  • Maintain records of all staff job descriptions and coordinate logistics of the hiring processes. 
  • Plan staff travel including hotels, registrations and airline reservations. 
  • Maintain polite and professional communication via phone, email and mail.
  • Submit work order requests for the office as needed. 
  • Update and create process sheets, workflow graphics and other documentation.
  • Maintain staff emergency contact lists and organizational charts.
  • Serve as support for the Offices of Admission, Marketing, Student Financial Services, Information Technology and Mailroom administrative staff as needed.
  • Provide support in all office areas to ensure the success of any office effort. 
  • Provide the Vice President with reporting assistance. 

Qualifications:

  • Bachelor’s degree preferred. 
  • Experience working with complex and high dollar budgets. 
  • 5 years experience in an office setting. 
  • Successful completion of a background check in accordance with Coe College policy.
  • Valid driver's license. 

Knowledge, Skills and Competencies:
Position Specific:

  • Demonstrated positive and welcoming approach to all interpersonal interactions. 
  • Organized, task oriented, accurate.
  • Ability to maintain confidentiality and discretion.
  • Willingness to jump in on any task at a moment's notice while maintaining consistent quality of work. 
  • Ability to prioritize projects with overlapping timelines in a face-paced, fluid environment.
  • Demonstrated analytical, mathematical and problem-solving skills.
  • Ability to take directions and apply to independent work.
  • Extensive knowledge of Microsoft Office Suite, in particular Microsoft Excel (formulas, functions and pivot tables.) 
  • Appreciation for being part of an overarching mission that intrinsically motivates quality work in the day-to-day tasks. 

Coe Competencies:

  • Dedication to the educational mission of a private, residential liberal arts college.
  • Ability to maintain positive relationships in a collaborative and diverse team atmosphere.
  • Commitment to excellent customer and/or student service.
  • Demonstrated ethical and responsible decision making.
  • Consistent attendance and accountability necessary to meet position objectives.

Coe is committed to fostering a multicultural environment and encourages applications from individuals who will help fulfill that goal. We value the input of multiple viewpoints and diverse perspectives and aim to create an academic community that is rich with cultural, social and intellectual diversity. Coe College is an equal opportunity employer.

Job ID: 72150

Posted 7 days ago

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