Senior Admin Assistant, Enrollment Management

Kentucky-State-University; Frankfort (KY); On-site; USD 42,000 - 56,000; Full time

Job summary

KENTUCKY STATE UNIVERSITY is seeking a Senior Administrative Assistant to provide comprehensive administrative and operational support to the Office of the Vice President of Enrollment Management & Student Success. This role requires highly organized, detail-oriented individuals with strong communication, process management, and spreadsheet skills.

The successful candidate will manage calendars, coordinate travel, assist with personnel processes, and prepare reports and presentations, while

Qualifications

• Bachelor’s degree required. Equivalent combination of education and experience may be considered.
• 3–5 years of progressively responsible administrative support experience, including at least 2 years in a higher education or similarly complex organization.

Responsibilities

• Provide comprehensive administrative support to the Vice President of Enrollment Management & Student Success and other members of the Student Success division.
• Develop, maintain, and improve administrative processes and procedures to support efficient office operations, workflow, and information management.
• Manage and maintain electronic and paper filing systems, ensuring records are accurate, accessible, organized, and maintained in accordance with University policies and applicable records retention requirements.
• Create, format, edit, and proofread correspondence, reports, presentations, memoranda, agendas, meeting materials, forms, and other documents using Microsoft Word and other applicable software.
• Utilize Microsoft Excel and other spreadsheet applications to enter, organize, maintain, and analyze data; create spreadsheets and reports; apply formulas and formatting; and assist with tracking divisional information and activities.
• Manage calendars, schedule appointments and meetings, coordinate meeting logistics, and assist with the preparation and distribution of meeting agendas, materials, and follow-up items.
• Serve as a point of contact for the Office of the Vice President and Student Success division, responding to inquiries and providing professional assistance by telephone, email, in person, and through other forms of communication.
• Coordinate internal and external meetings involving the Vice President and Student Success division, including scheduling, room arrangements, technology needs, materials, invitations, and other logistical requirements.
• Process purchase requisitions, invoices, check requests, travel documentation, expense reports, budget transfers, and other financial documents in accordance with University policies and procedures.
• Assist with the preparation of budget materials and monitor and track expenditures, commitments, and financial documentation as requested.
• Coordinate travel arrangements for the Vice President and Student Success staff, including transportation, lodging, registration, itineraries, and related documentation.
• Assist with administrative processes related to personnel actions, recruitment, hiring, onboarding, and other employment-related activities within the division, as assigned.
• Track deadlines, assignments, projects, and action items; maintain appropriate follow-up; and proactively communicate outstanding items to ensure timely completion.
• Assist with divisional projects and initiatives by gathering information, maintaining tracking documents, coordinating communications, and monitoring progress.
• Assist with the planning and coordination of Student Success meetings, workshops, conferences, orientations, events, and other divisional activities.
• Maintain office supplies, equipment, and inventory and coordinate purchases and service requests as needed.
• Assist with the preparation, organization, and distribution of reports, presentations, communications, and other materials for divisional and University activities.
• Gather information from various sources, compile data, and assist in preparing reports and summaries for the Vice President and Student Success division.
• Identify opportunities for improving administrative processes and workflows and recommend practical solutions to enhance efficiency, organization, and service.
• Maintain confidentiality and exercise appropriate discretion when handling student, employee, financial, personnel, and other sensitive University information.
• Provide professional and courteous customer service to students, faculty, staff, administrators, visitors, and external constituents.
• Support compliance with University policies and applicable federal and state laws and regulations, including requirements related to confidentiality, records management, procurement, financial procedures, FERPA, Title IX, Clery Act, workplace safety, and nondiscrimination.
• Participate in required University training and professional development activities.
• Provide administrative support for special projects, initiatives, and assignments as directed by the Vice President or designee.
• Perform other related duties as assigned to support the effective operation of the Student Success division.

Skills

Microsoft Office Suite

Document preparation

Calendar management

Travel coordination

Organizational skills

Written communication

Confidentiality

Process improvement

Asana Trello

Adobe Acrobat

Education

Bachelor’s degree

Tools

Asana

Trello

Adobe Acrobat

Job description

KENTUCKY STATE UNIVERSITY is seeking a Senior Administrative Assistant to provide comprehensive administrative and operational support to the Office of the Vice President of Enrollment Management & Student Success. This role requires highly organized, detail-oriented individuals with strong communication, process management, and spreadsheet skills.

The successful candidate will manage calendars, coordinate travel, assist with personnel processes, and prepare reports and presentations, while