TITLE: Executive Assistant I

DEPARTMENT: Enrollment Management

JOB CODE: EXAS1

DATE: 03/20/2024

REPORTS TO: Vice Provost, Enrollment Management

DLSE STATUS: Exempt

The Executive Assistant to the Vice Provost, Enrollment Management will perform varied administrative duties that will include assisting in the day-to-day administration of the Division of Enrollment Management and providing specialized administrative support to the Vice Provost, Enrollment Management with complex details and advanced administrative assignments. Working in the Vice Provost’s office requires diplomacy, confidentiality, independent judgement, and initiative on assignments and communications that are sensitive in nature.

Essential Duties and Responsibilities:

• Provide confidential, administrative support to the Vice Provost, Enrollment Management. Maintain calendar, and make conference, travel, and lodging arrangements. Schedule meetings, arrange logistics and prepare materials. Coordinate Vice Provost Office Unit Meetings, Director meetings, and Division meetings. Attend meetings and take minutes.
• Coordinate the preparation, development and production of major documents, such as proposals, reports, manuscripts, and academic policy and program reviews. Coordinate efforts or contributions of multiple staff and/or faculty.
• Oversee all clerical and administrative support functions. Compose and produce business correspondence, reports, and related materials. Collect and organize data and determine appropriate formats for displaying results. Execute special projects, monitor deadlines, and initiate follow-up.
• Represent the office as appropriate in its relationships with the University, recruitment fairs, events, community, government agencies, professional societies and similar groups.
• Provide administrative support for various enrollment activities and support.
• Plan Annual Enrollment Management Division Retreat.
• Coordinate various meetings, including with Directors, Assistant Directors, and Deans.
• Schedule speakers, vendors and participants for special events.
• Generate invites, registration, and post event evaluations for major Division Events.
• Act as primary contact with telecommunications, information systems, vendors, travel services, and facilities as needed.
• Assist with budget and monitor budget expenditures.
• Develop and update the Division of Enrollment Management Policy and Procedure Manual and SOPs.
• Coordinate the Enrollment Management division and strategic plan.
• Order and Maintain office supplies.
• Ensure confidentiality and control access to sensitive information. Maintain confidential files ensuring quick retrieval.
• Serve as internal resource to prospective students, faculty, students, administrators and others. Respond to inquiries and requests for information requiring knowledge of departmental and University Policies and procedures

Other Duties and Responsibilities:

Performs other duties as assigned or requested.

Qualifications/Requirements:

EDUCATION:

• Bachelor’s degree or equivalent combination of education and experience. Master’s degree preferred.

EXPERIENCE:

• 0-2 years related experience.
• Experience in the higher education setting.
• Prior experience in the Office of Admissions/Enrollment Management.
• One year as an Executive Assistant or Secretary preferred.

KNOWLEDGE/ABILITY/SKILLS:

• Ability to analyze and solve problems.
• Ability to communicate effectively, both verbally and in writing.
• Ability to create, compose and edit written materials.
• Ability to gather data, compile information and prepare reports.
• Ability to make administrative/procedural decisions and judgments.
• Ability to supervise and train clerical staff.
• MAC and PC proficient with working knowledge of PowerPoint, Access, and Word.
• Database management skills.
• Records maintenance skills.
• Detail oriented.
• Skills in organizing resources and establishing priorities.

HARDWARE/SOFTWARE EXPERIENCE:

• MAC and PC proficient. Ability to utilize the MS Office platform, including Word, Excel, etc.

COMPLEXITY:

• The ability to perform highly detailed work with sustained attention and care while providing/obtaining information on numerous inquiries is paramount to success in this position.

PHYSICAL DEMANDS:

• The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Occasional stooping. Frequent standing. Constant walking, sitting, climbing, reaching high/low levels, finger movement, feeling, speaking clearly, hearing conversationally, and seeing far and near.

WORK ENVIRONMENT:

• The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• No unusual working conditions.

MENTAL DEMANDS:

• The mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
• Frequent work on a variety of unrelated tasks. Constant calculating, interrupted work on a variety of interrelated tasks, and use of sustained concentration, reasoning, judgment, resourcefulness, analytical ability, and ingenuity.

Special Requirements:

• Ability to work effectively with a diverse community.

Mission Driven, Community Focused About | Charles R.Drew University of Medicine and Science (cdrewu.edu)

Charles R. Drew University is located in the Watts-Willowbrook area of south Los Angeles and was founded in 1966 in the wake of the Watts uprising. CDU was founded to address inadequate medical care in the region and to provide equitable medical education opportunities for under-represented students.
CDU offers the only historically black Doctor of Medicine program west of the Mississippi and is strongly invested in the local and regional community. The university leads multiple partnerships and programs to provide equitable healthcare resources in a variety of south Los Angeles neighborhoods.

Excellent benefits: Medical, dental, vision, retirement plan, vacation accrues on first day of employment, wellness programs, 17 paid holidays per year, up to 16 hours of paid time off to participate in community service and much more.

Full Time

EEO Statement: Charles R. Drew University is committed to Equal Employment Opportunity. Applicants will be considered without regard to gender, race, age, color, religion, national origin, sexual orientation, genetic information, marital status, disability or covered veteran status.

Fair Chance Statement: Charles R. Drew University of Medicine and Science will consider qualified applicants, including those with criminal histories, in a manner consistent with state and local “Fair Chance” laws.

Education

• Bachelors or better in Business Administration

Licenses & Certifications

• CA DRIVER'S LICENSE

Skills

• Microsoft Office