Executive Assistant to the AVP of Enrollment Management

The Executive Administrative Assistant for the Associate Vice President of Enrollment Management provides support by planning, collaborating, and completing a wide range of assignments budget management and reconciliation, Enrollment Management operations, regulatory and policy review as well as managing special projects. Serves as the Office Manager.

• As the office manager, monitor budgets for the office of Enrollment Management to ensure adherence to budgetary spending and monthly budget reconciliations State and University standards.
• Prepare procedures as needed to be included in the office procedure manual as applicable.
• Work with campus offices to ensure the accuracy of the department’s operational budget.
• Engage in on-going follow-up as necessary to resolve budget concerns.
• Effectively monitor the office Small Purchase Card according to all the regulations with less than one error per quarter
• Order office supplies and manage travel for the AVP for Enrollment Management
• Provide administrative support to the AVP by coordinating meetings and projects between Enrollment Management units (i.e. Admissions, Financial Aid, New Student Orientation & Special Events, Registrar, Student Financial Services, Residence Life, and other University Departments to include Academic Affairs, Student Affairs, Finance & Administration, etc.).
• Prepare summary reports, meeting minutes, response letters, and PowerPoint presentations as needed.
• Manage the online events calendar for all EM units.
• Participate in training activities to enhance skills that will improve professional and office efficiency and effectiveness
• Manage AVP and office calendar

• Prepare various accurate and timely reports and work closely with the AVP to summarize data derived from statistical analyses.
• Compile and extract assigned student course data using Access and Excel to complete data request and research assignments.
• Utilize Colleague, previous reports, existing files, and/or staff members to compile historical data and trends.
• Maintain scholarship and assistantship funding databases and/or spreadsheets.
• Works with various EM offices to update publications to ensure accurate and timely dissemination of information to the University public.
• Work with a team of professionals to plan and execute various EM activities and events.
• Lead team projects as necessary providing written outlines and recommendations for adoption.

• Research student concerns that rise above the normal process.
• Engage in appropriate timely follow-up and provide written and/or oral responses to students and parents as permissible by university policies.
• Assist in summarizing feedback
• Assist AVP with handling requests for delay in payments of deposits and fees associated with enrollment of new students

• In collaboration with other units, assist in developing recommendations with procedure and policy changes.
• Serve on committees impacting Enrollment Management functions as directed.
• Attend meetings, participate with working groups, evaluate procedures and policies, and update Enrollment Management (EM) leadership process.
• Provide assistance to the Special Hearing Committee

• Manage inventory.
• Participate in campus activities and events such as registration, open houses and orientation sessions.
• Maintain an acceptable work schedule. Supervise work study students and interns. Other duties within the scope of the position as assigned by the supervisor

Minimum Qualifications:

Three (3) years of experience in administrative support; or any equivalent combination of experience and/or education from which comparable knowledge, skills and abilities have been achieved Extensive experience with letter and report writing and presentations; fiscal management of large budgets; and developing spreadsheets.

Preferred Qualifications:

Previous project planning experience, working in a higher education setting, as well as hands-on use of complex information systems. Bachelors degree in Business Administration or a related field is highly preferred.

​The salary range for this position is $50,000-$55,000

Special Instructions:

You will be provided with confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your account to check the status of your application for this position.

Candidates may show interest by submitting via online, the following:

1. A letter of interest (via cover letter).
2. A current resume (via resume).
3. Completed Application via Workday
4. Transcripts of highest degree conferred (unofficial transcripts accepted, however, official transcripts are required of finalist) (via transcripts).
5. Names and contact information for three job references (include with resume).

Application and/or résumé for this position must be submitted electronically by 11:59 p.m. on the closing date through the Workday Human Capital Management System (HCM). Mailed, emailed, faxed, or hand delivered applications and/or résumés will not be accepted. Applicants who possess an Interagency Placement Screening Form (Yellow Form) or a Preferential Hiring Form (Blue Form) as issued under the Department of Human Resources Management (DHRM) Policy 1.30 Layoff (Commonwealth of Virginia Employees Only), must attach these forms when submitting their state application and/or résumé. The decision to interview an applicant is based solely on the information received for this position from either the electronic application and/or résumé. RMS provides a confirmation of receipt when your application and/or résumé is submitted successfully. Please refer to “Your Application” in your RMS account to check the status of your application for this position.

Norfolk State University conducts background checks on all candidates identified as a finalist for employment consideration. The type of background check(s) performed are dependent upon the type of position for which you have been identified as a finalist and may include criminal history, including sexual offender registry checks, reference checks, degree validation, DMV (driving) records, license verification, and credit report reviews. The results of background checks are made available to University employing officials. As a finalist, you will be required to sign an Authorization to Release form. Norfolk State University utilizes Form I-9 and E-verify in the verification of eligibility for employment. Applicants must be authorized to work in the U.S. without employer sponsorship.

Contact Information:

Name: Office of Human Resources

Phone: 757-823-8160

Email: NO EMAILED DOCUMENTS ACCEPTED

In support of the Commonwealth’s commitment to inclusion, we are encouraging individuals with disabilities to apply through the Commonwealth Alternative Hiring Process. To be considered for this opportunity, applicants will need to provide their Certificate of Disability (COD) provided by a Vocational Rehabilitation Counselor within the Department for Aging & Rehabilitative Services (DARS), or the Department for the Blind & Vision Impaired (DBVI). Veterans are encouraged to answer Veteran status questions and submit their disability documentation, if applicable, to DARS/DBVI to get their Certificate of Disability. If you need to get a Certificate of Disability, use this link: Career Pathways for Individuals with Disabilities, or call DARS at 800-552-5019, or DBVI at 800-622-2155.

Each agency within the Commonwealth of Virginia is dedicated to recruiting, supporting, and maintaining a competent and diverse work force. Equal Opportunity Employer

Contact Pathways