Administrative Assistant, Enrollment

University of Denver; Denver (CO); Vor Ort; USD 33.000 - 36.000; Vollzeit

Zusammenfassung

University of Denver is seeking an Administrative Assistant in Enrollment to support day-to-day operations for the Enrollment Division, reporting to the vice chancellor. The role involves calendar management, event coordination, onboarding assistance, and expense and timecard processing. Successful candidates will have a high school diploma and 1–2 years of relevant experience, with strong MS Office skills and a customer-focused approach.

Standard weekday hours are 8:00 a.m. – 4:30 p.m.

Qualifikationen

• High school diploma is required or equivalent.
• 1–2 years of relevant experience preferred.
• Equivalent combination of education and experience acceptable.
• Experience with Microsoft Office applications (Outlook, Teams, OneNote, Word, Excel) is a plus.

Aufgaben

• Assist the vice chancellor with calendar management and scheduling.
• Coordinate events, spaces, catering and AV setup.
• Provide onboarding support for new employees as needed.
• Process expense reports and timecards; approve entries.
• Manage vendor contracts tracking and department records.

Kenntnisse

Microsoft Office Suite

Attention to detail

Customer service

Ausbildung

High school diploma

Tools

Outlook

Teams

OneNote

Word

Excel

Jobbeschreibung

Administrative Assistant, Enrollment

Job No: 499100

Work Type: Staff Full-Time

Location: Denver, CO

Categories: Admin / Executive / Office Support, Enrollment, Customer Service

The Enrollment Division at the University of Denver, which consists of Undergraduate Admission and Financial Aid, seeks to attract and enroll students who will become leaders, scholars, artists, entrepreneurs, and public servants uniquely qualified to live in and shape a global society.

The Undergraduate Admission team recognizes education as a means of individual and societal transformation - our vision is to inspire, guide, and support prospective and current students as leaders and scholars who will positively impact their communities. In our daily work, the enrollment team is guided by these values: intentional and informed decisions; integrity and inclusion; collaboration; fiscal responsibility; spirit; clear and thoughtful communication; and exceptional quality service.

The Financial Aid Office is dedicated to serving and educating students, families, colleagues, and the community through the financial aid process from pre-enrollment to program completion. We value empathy and integrity, knowledgeable and professional staff, advocacy and access, clear and consistent communication, and compliance. We have primary responsibility for the undergraduate financial aid process, and we also serve the graduate student population.

Position Summary

The Administrative Assistant reports to the vice chancellor for enrollment. This position is responsible for overseeing, administering, and managing the day-to-day administrative and business operations of the Enrollment Division.

Essential Functions

Executive and Departmental Support

• Assist the vice chancellor with calendar management, and assistance with scheduling larger group meetings.
• Help schedule events by reserving spaces, preparing materials, coordinating other executive schedules, and ordering catering and AV.
• Provide new employee onboarding support, as needed
• Expense and Timecard Approval
• Manage expense reports for the vice chancellor
• Approve monthly timecards for vice chancellor's direct reports
• Recurring Transaction and Supply Administrator
• Oversee recurring transactions for water delivery and shredding services, ensure the division is billed correctly; coordinate these services.
• Order supplies
• Order business cards and name tags as needed

Transaction Processing

• Coordinate with Enrollment Budget office to process various partner reimbursements for case study travel or sponsored events
• Coordinate with Enrollment Budget office to create invoices and process checks received for annual counselor events
• Request student application fee refunds from Common App when needed
• Submit vendor invoices to Enrollment Budget office for payment

Vendor and Partnership Contract Tracking

• Request new vendor set-ups from the Enrollment Budget office when needed for new vendor relationships
• Submit and manage vendor and partnership contracts to the Enrollment Budget team
• Maintain Contract Tracker and PO Master and Aging spreadsheets to maintain complete records

Office Management

• Manages office functions and act as key liaison with Facilities Management; ensure offices are complete with supplies and in working order; liaise with each department to maintain effective and efficient operations
• Technology and Hardware Assistance
• Purchase computer peripherals as needed
• Follow and complete acquisition and recycle computer processes with the Enrollment Budget Office

Human Resources Transaction Support

• Coordinate the administration of employee hire/termination with the Enrollment Budget team
• Update the division's organizational charts, as needed
• Provide administrative support to the vice chancellor for search committees

Problem Solving and Reporting

• Identify, recognize, and resolve problems that have established precedents
• Compile, organize, and analyze financial information and other data
• Recognize, define, and resolve unique problems using operating procedures and established precedents.
• Other duties, as assigned

Knowledge, Skills, and Abilities

The ideal candidate will possess:

• An ability to communicate effectively with excellent written, verbal and speaking skills to connect with all audiences.
• Experience with Microsoft Office applications including Outlook, Teams, OneNote, Word and Excel
• Willingness to learn new systems and applications, as required
• Mathematical skillset; deductive reasoning and data analysis
• Keen attention to detail
• Strong analytical and problem-solving abilities
• Empathy and understanding: the ability to put yourself in your customers' shoes and actively listen to their needs
• Patience and professionalism: the ability to maintain a calm and positive demeanor
• Ability to work with university community members and respond to their needs
• Ability to review, examine, and prepare documents or reports
• Identify, recognize, and resolve problems that have established precedents
• Review information for completeness and accuracy using existing guidelines
• Exceptionally self-motivated and directed

Required Qualifications

• High school diploma
• One to two (1-2) years of relevant experience
• Equivalent combination of education and experience is acceptable

Preferred Qualifications

• Higher education work experience

Working Environment

• Standard office environment.
• Unexpected interruptions occur often and stress level is moderate to high.
• Noise level is quiet to moderate.

Physical Activities

• Ability to work in front of a computer for extended periods of time.
• Occasionally required to move about the office/campus.

Work Schedule

Monday - Friday, 8:00 a.m. - 4:30 p.m.

Salary Grade Number

The salary grade for the position is 7.

Hourly Range

The hourly range for the position is $24.00 - $26.00.

The University of Denver has provided a compensation range that represents its good faith estimate of what the University may pay for the position at the time of posting. The University may ultimately pay more or less than the posted compensation range. The salary offered to the selected candidate will be determined based on factors such as the qualifications of the selected candidate, departmental budget availability, internal salary equity considerations, and available market information, but not based on a candidate