Executive Assistant to the Dean of Admissions and Financial Aid

Quinnipiac University; Hamden (CT); On-site; USD 60,000 - 75,000; Full time

Job summary

Quinnipiac University invites applications for the position of Executive Assistant to the Dean of Admissions and Financial Aid. This role provides high-level administrative support, manages confidential communications, budgets, and divisional operations to support undergraduate and graduate enrollment objectives.

The position is full-time and on-site with no remote work. The ideal candidate will have 3–5 years of senior executive support experience, strong communication skills, and proficiency

Qualifications

• Minimum 3–5 years of progressively responsible administrative, executive support, operations, project coordination, or business administration experience.
• Demonstrated experience independently supporting senior-level executives, department heads, or leadership teams in a confidential and fast-paced environment.
• Excellent written, verbal, and presentation communication skills.
• Advanced proficiency in Microsoft Office Suite, including Excel, Word, PowerPoint, and Outlook.
• Experience with budget administration, financial tracking, reconciliation, expense management, procurement processes, and financial reporting.
• Strong project management and organizational skills with the ability to coordinate multiple priorities, monitor deadlines, and successfully manage complex initiatives from inception to completion.
• Experience coordinating meetings, events, committees, and leadership activities, including managing logistics, agendas, minutes, and follow-up actions.
• Strong interpersonal and relationship management skills with the ability to effectively interact with senior leadership, faculty, staff, students, families, vendors, and external partners.
• Proven ability to collaborate effectively with individuals from varied backgrounds.

Responsibilities

• Coordinate the Department’s contract review and approval process for assigned agreements, working closely with the Office of General Counsel and internal stakeholders to ensure necessary information and documentation are complete, identify outstanding issues requiring resolution, monitor the status of agreements, and facilitate timely follow-up through execution
• Prepare and present reports and analyses containing confidential University business, financial, and operational information for Trustees meetings and other university committees to support broad strategic planning and decision-making
• Provide high-level operational and administrative support to the Dean of Admissions and Financial Aid, including correspondence and confidential communications.
• Serve as the primary liaison as needed, between the Dean's Office and university leadership, academic departments, vendors, and external partners.
• Coordinate divisional leadership meetings and monitor follow-up on key initiatives and action items.
• Supports the Dean by fielding questions and inquiries from prospective students or families within their scope of authority.
• Assist in the development, administration, monitoring, and reconciliation of divisional budgets for Admissions and Financial Aid.
• Process and track all financial transactions utilizing university systems.
• Manage procurement card activity for Admissions staff and maintain appropriate records and documentation to ensure compliance with university policies.
• Prepare financial analyses on budgets and expenditures to support divisional decision making.
• Support operational activities that advance undergraduate and graduate recruitment, admissions, financial aid, and enrollment goals.
• Manage and maintain confidential records and information related to prospective students and other sensitive matters, exercising independent judgment regarding appropriate access, handling, retention, and disclosure in accordance with University policies and applicable legal requirements.
• Utilize systems including Ellucian Colleague to support divisional processes and reporting needs.
• Coordinate special projects, strategic initiatives, and process improvement efforts on behalf of the Dean and divisional leadership team.
• Maintain divisional records, documentation, and updates to institutional publications, including the Admissions and Financial Aid sections of the University Catalog.
• Coordinate logistics for divisional meetings, recruitment programs, campus events, and special initiatives.
• Oversee Admissions office procurement, equipment maintenance agreements, and vendor relationships that support divisional operations.
• Support campus Admission events and other enrollment-related activities as needed.
• Perform other related duties and special projects as assigned in support of the mission and enrollment objectives of the University.

Skills

Executive support

Budget administration

Project coordination

Communication skills

MS Office proficiency

Vendor management

Relationship management

Education

Bachelor's degree in business administration or related field

Tools

Microsoft Office Suite

Ellucian Colleague

Job description

Job no: 497375
Work type: Full-time
Campus: Mount Carmel - Hamden, CT
Categories: Staff

Overview

Quinnipiac University invites applications for the position of Executive Assistant to the Dean of Admissions and Financial Aid. This position serves as the primary executive and operational support professional for the Dean and plays a critical role in the day-to-day administration of the division. Working independently and exercising significant discretion, this full-time on-site position manages executive communications, budget and financial processes, divisional operations, special projects, and strategic initiatives that support undergraduate and graduate enrollment objectives. The Executive Assistant serves on behalf of the Dean as a key liaison among university offices, external partners, and Admissions and Financial Aid staff while ensuring the efficient execution of divisional priorities and the highest level of customer service.

Please note that this is a full-time, on-site administrative position. Regular remote work is not available for this role.

About Quinnipiac

Quinnipiac University is a private, coeducational institution located 90 minutes north of New York City and two hours from Boston. The university currently has an enrollment of 9,700 students in more than 100-degree programs through its Schools of Business, Communications, Computing & Engineering, Education, Health Sciences, Law, Medicine, Nursing and the College of Arts & Sciences. Our 20 Division I teams have achieved remarkable success, boasting national and conference titles - including a 2023 NCAA national championship win in men's ice hockey, a trip to the Sweet 16 for our women's basketball team and NCAA Tournament appearances by many of our programs. The Quinnipiac University Poll is nationally recognized as a leader in public opinion research, and the university is consistently recognized by U.S. News & World Report and Princeton Review. The Wall Street Journal ranked Quinnipiac #51 among the best colleges in the nation, and second in Connecticut, for our exceptional graduation rate, salary impact, learning facilities, career preparation and learning opportunities.

The university is in the midst of program expansion and renewal for both traditional and adult learners, the development of innovative strategic partnerships, and recently opened South Quad with three state‑of‑the‑art buildings.

As Quinnipiac grows, the university remains guided by the core values that define our community and shapes the experience of every student and employee.

• We are fiercely committed to ensuring every Bobcat thrives. We are a lifelong partner for every learner.
• We passionately care about our community. Everyone should feel welcome and valued.
• We boldly shape our university's future. We will forge a path of impact together.

These values are the foundation of who we are and reflect the Quinnipiac spirit found across our campuses. For more information, please visit qu.edu. Connect with Quinnipiac on Facebook, Instagram, YouTube, TikTok and X.

Executive Support and Divisional Coordination

• Coordinate the Department’s contract review and approval process for assigned agreements, working closely with the Office of General Counsel and internal stakeholders to ensure necessary information and documentation are complete, identify outstanding issues requiring resolution, monitor the status of agreements, and facilitate timely follow-up through execution
• Prepare and present reports and analyses containing confidential University business, financial, and operational information for Trustees meetings and other university committees to support broad strategic planning and decision-making
• Provide high-level operational and administrative support to the Dean of Admissions and Financial Aid, including correspondence and confidential communications.
• Serve as the primary liaison as needed, between the Dean's Office and university leadership, academic departments, vendors, and external partners.
• Coordinate divisional leadership meetings and monitor follow-up on key initiatives and action items.
• Supports the Dean by fielding questions and inquiries from prospective students or families within their scope of authority.

Budget and Financial Administration

• Assist in the development, administration, monitoring, and reconciliation of divisional budgets for Admissions and Financial Aid.
• Process and track all financial transactions utilizing university systems..
• Manage procurement card activity for Admissions staff and maintain appropriate records and documentation to ensure compliance with university policies.
• Prepare financial analyses on budgets and expenditures to support divisional decision making.

Enrollment Operations and Project Coordination

• Support operational activities that advance undergraduate and graduate recruitment, admissions, financial aid, and enrollment goals.
• Manage and maintain confidential records and information related to prospective students and other sensitive matters, exercising independent judgment regarding appropriate access, handling, retention, and disclosure in accordance with University policies and applicable legal requirements.
• Utilize systems including Ellucian Colleague to support divisional processes and reporting needs.
• Coordinate special projects, strategic initiatives, and process improvement efforts on behalf of the Dean and divisional leadership team.
• Maintain divisional records, documentation, and updates to institutional publications, including the Admissions and Financial Aid sections of the University Catalog.

Administrative Operations and Event Coordination

• Coordinate logistics for divisional meetings, recruitment programs, campus events, and special initiatives.
• Oversee Admissions office procurement, equipment maintenance agreements, and vendor relationships that support divisional operations.
• Support campus Admission events and other enrollment-related activities as needed.

Other Duties

• Perform other related duties and special projects as assigned in support of the mission and enrollment objectives of the University.

Education Requirements

• Bachelor's degree in business administration or related field required

Qualifications

• Minimum of 3-5 years of progressively responsible administrative, executive support, operations, project coordination, or business administration experience, preferably within higher education or a similarly complex organization.
• Demonstrated experience independently supporting senior-level executives, department heads, or leadership teams in a confidential and fast-paced environment.
• Excellent written, verbal, and presentation communication skills.
• Advanced proficiency in Microsoft Office Suite, including Excel, Word, PowerPoint, and Outlook.
• Proven ability to prepare reports, presentations, analyses, and correspondence containing highly confidential financial, operational, and business information.
• Experience with budget administration, financial tracking, reconciliation, expense management, procurement processes, and financial reporting.
• Strong project management and organizational skills with the ability to coordinate multiple priorities, monitor deadlines, and successfully manage complex initiatives from inception to completion.
• Experience coordinating meetings, events, committees, and leadership activities, including managing logistics, agendas, minutes, and follow-up actions.
• Strong interpersonal and relationship management skills with the ability to effectively interact with senior leadership, faculty, staff, students, families, vendors, and external partners.
• Proven ability to collaborate effectively with individuals from varied backgrounds.

Note to Faculty/Staff Applicants Only: If a final candidate is a current or previous Quinnipiac employee, the hiring manager must obtain a reference check from the candidate’s current or former manager before making an offer of employment. If the candidate's current or most-recent Quinnipiac supervisor is unavailable, the hiring manager should contact Talent Acquisition for assistance in determining the appropriate alternate contact:

Quinnipiac University is an equal opportunity employer and encourages applications from individuals of all backgrounds and experiences. We are committed to fostering an inclusive and respectful community.

Advertised: September 08, 2026 Eastern Daylight Time
Applications close: Open until filled