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Administrative Assistant for the VP of Admissions and Financial Aid

Company: Hobart and William Smith Colleges
Location: Levittown
Posted on: November 18, 2022

Job Description:

The Administrative Assistant for the Vice President of Admissions and Financial Aid supports the Division by performing operational and administrative functions that require a knowledge of Admissions policies, procedures, and operations. This position is likely to have contact with members of the Board of Trustees, senior administrators, and other members of the campus community. The person in this position must exercise initiative and independent judgment.

The Administrative Assistant is responsible for assisting the Vice President and other staff in office activities, and in particular, with the effective management of the office which includes support of staff meetings and communication within the division. This includes overall administrative and management support to the Vice President and the administrative tasks related to effective Office management.



  • Promote a positive image of the Colleges by responding to inquiries from various constituents including prospective students, parents, faculty, staff, trustees.
  • Exercise discretion in communicating information to various constituencies and in handling student records, files, and similar confidential items.
  • Receive incoming mail, both electronic and postal; screening items that can be handled directly and forwarding the remainder to the Vice President or the appropriate staff.
  • Facilitate the efficient utilization of the Vice President's time through development and coordination of a calendar of appointments, meetings, and events
  • Coordinate the flow of incoming and outgoing communications by receiving, prioritizing, and drafting responses where appropriate. -
  • Plan and maintain efficient travel itineraries and arrangements for the Vice President and campus visitors such as consultants.
  • Undertake administrative tasks related to management of the office, including time sheets, expense reports, invoice processing, ordering, and maintaining supplies, and requests for services across campus.
  • Management of both electronic and paper internal filing system - creating or updating files and records as necessary, using judgment and knowledge of office requirements, determining retention, and purging schedules, and retrieving files and documents as needed.
  • Assist in implementing campus events such as Open Houses and Visit Days.
  • Manage budget in coordination with the Business Office.
  • Coordinate all travel arrangements and accommodations for special admissions campus guests as well as for faculty or staff traveling on behalf of admissions.
  • Provide administrative support for the onboarding of new employees including schedules, training, processes, and procedures.
  • Provide support for regularly scheduled division staff meetings - including agenda development and dissemination
  • Prepare and maintain confidential correspondence, reports and other documents relating to Admissions and Financial Aid strategic plans and operations.
  • Review, develop where necessary, and maintain division operating processes and practices and implement improvements where appropriate
  • Demonstrate knowledge for the Colleges' educational philosophy and mission.
  • Demonstrate an awareness of and sensitivity to unique social, cultural, and economic circumstances.
  • Performs other related duties as required.Qualifications
    • Associate's degree plus a minimum of 4 years secretarial or administrative experience or the equivalent.
    • Excellent oral and written communication skills and interpersonal skills are required. Must be proactive, flexible, highly organized, detail-oriented, energetic, creative and able to work under tight deadlines and manage multiple tasks at once.
    • Must be able to work independently, use initiative and make substantive decisions quickly. Demonstrated aptitude for working with databases and software including Word, Excel, PowerPoint, Slate, PeopleSoft, Zoom and Box among others.
    • The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.
    • The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required. -


      This is a full-time, 12-month, 37.5 hours per week, benefits-eligible administrative position. Normal hours of work are 8:30 a.m. to 5:00 p.m. during the academic year and a possible shortened workweek during the summer hours. Additional hours, including weekends are required for Open Houses and other significant events. This position description is not all-inclusive, as other tasks or responsibilities may be assigned.

      Application InstructionsReview of applications will begin immediately and continue until the position is filled. Interested applicants are encouraged to submit a cover letter, resume and the names with contact information of at least three (3) professional references to our application service, Interfolio -(utilizing the Apply link on the right). - Background check required.

      If you have a question or need help on uploading your application materials, please contact Interfolio's support team at help@interfolio.com or call 1-877-997-8807 between the hours of 9:00 a.m. through 6 p.m., EST, Monday through Friday.

Keywords: Hobart and William Smith Colleges, Levittown , Administrative Assistant for the VP of Admissions and Financial Aid, Executive , Levittown, New York

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