Executive Assistant to the Dean of Admissions & 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

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