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Assistant to the Vice President for Enrollment Management (VPEM)
Office of the Vice President for Enrollment Management
Vacancy Number 301179
Position Type: Regular, full-time exempt position with full, competitive benefits package
Opens: 09/10/21 Closes: 10/01/21
Salary: Commensurate with qualifications
• excellent tuition remission benefits
• outstanding health benefits plans and rates
• at least 11 paid holidays each year
• 40 days of annual, personal, and sick leave each year, including 20+ annual leave days
• great retirement plans
The Assistant to the Vice President for Enrollment Management (VPEM) exercises considerable discretion, initiative, and skills in providing executive level, professional administrative support to the VPEM in a wide range of activities and functions. The Assistant functions with independence and anticipates what is needed in a variety of situations. He or she will regularly interact with senior level administrators, faculty, staff and students, as well as external individuals including University System of Maryland (USM) representatives, leaders at other universities and professional organizations, and members of the community on behalf of the VPEM and that office. The Assistant will support completion of goals and deliverables by coordinating efforts across the EM reporting units, coordinate the VP’s calendar, including preparing materials in advance of meetings and following up after the meeting on assigned deliverables, independently manage assigned projects in support of the VP, and manage administrative processes across Enrollment Management, serving as liaison to the Office of Shared Services for budget, HR, and procurement-related issues.
To be successful, the Assistant must be results oriented, effective in prioritizing and managing workflow, work collaboratively with others to facilitate completion of goals and priority deliverable, and have excellent communication skills.
We look forward to receiving your required electronic application with a cover letter and resume and learning about your interest in and qualifications for our vacancy. Please save your required cover letter and resume as one document and attach it in the resume location.
Serve as assistant to the VPEM and manage administrative operations of the Office of the VPEM
Provide full-range and comprehensive professional staff support to the VPEM, which includes performing complex and confidential support services while demonstrating a commitment to excellence. Maintain confidentiality and show discretion. Regularly draft documents for signature. Conduct research, respond to requests for information from senior management, employees, and general constituency, and make appropriate referrals to resolve issues. Review and manage all incoming materials to and requests of the VPEM office to facilitate review and action.
Coordinate the VPEM calendar, prepare VPEM for all meetings and scheduled events, and assist with distribution, coordination, and completion of follow up work from meetings
Plan the overall calendar one year in advance for internal and external standing and recurring meetings. Anticipate needed materials and preparatory work for all meetings. Create high quality materials appropriate for VPEM use or presentation, including reports, tables, spreadsheets, charts, presentations, and other documents using Microsoft Word, Excel, and PowerPoint. Make travel arrangements and prepare detailed itineraries.
Support completion of divisional goals and projects
Working with the VPEM and coordinating with her direct reports and others: facilitate an organized approach to completing goals and delivering on priorities; anticipate needed actions, meetings, and materials; and apply a project management approach. Independently confer with individuals and offices on schedules and deliverables.
Serve as Enrollment Management’s Liaison to Office of Shared Services
Implement Enrollment Management business processes to obtain approval for budget and personnel actions. Work with the Office of Shared Services to track and maintain monthly departmental budget expenditures, processing and expediting all staff supply and spending requests, processing necessary forms via PeopleSoft, and maintaining UB budgetary compliance.
Coordinate or lead administrative projects and processes for the VPEM
Provide guidance and facilitate administrative projects and processes that require engagement of multiple departments into an overall divisional activity, such as integrated goal development, annual report development, and performance review processes. Manage successful tracking and completion of these and similar processes for Enrollment Management.
This is an exempt position and, as such, requires work as needed without accruing overtime. This includes an expectation to work additional time during peak periods of work and for special events and activities.
Required and Preferred Qualifications
Education: Baccalaureate degree in Business, Education, Social Sciences, or other related field required.
Experience: Requires three years of progressively responsible administrative experience in support of an executive or project/program management experience. Higher education experience preferred.
Required Knowledge, Skills, and Abilities
Demonstrated ability to independently apply judgment in using them in varied and complex situations. Combines high anticipatory skills with strong detail orientation and extreme organization to anticipate, prioritize, and act cooperatively with others to support the VPEM. Ability to stay current with working knowledge of institutional and USM policies and procedures. Demonstrated ability to respond to all situations in a calm and professional manner. Proficient in Microsoft Outlook, Microsoft Word, and Excel. Create visually informative and appealing report presentations and documents in PowerPoint. Demonstrated high personal standards of quality, accuracy, and productivity. Excellent communicative, interpersonal, and organizational skills. Ability to compose written correspondence for signature by supervisor and ability to interact effectively with individuals and groups in all levels of the organization. Unquestioned confidentiality, integrity, discretion, patience, and flexibility. Demonstrated ability to draft, edit and proofread documents independently. Must have the ability to quickly learn, be well organized, and possess the ability to handle multiple tasks and responsibilities. Demonstrated ability to adjust to change and uncertainty, able to shift gears, and ability to act in ambiguous or uncertain situations. Demonstrated skill in determining customer (internal, external) needs and actively improve service and delivery excellence.
The University of Baltimore ("UB" or "University") does not discriminate on the basis of sex, gender, race, religion, age, disability, national origin, ethnicity, sexual orientation, gender identity, or other legally protected characteristics in its programs, activities or employment practices. UB is an Equal Opportunity/Affirmative Action/ADA Compliant Employer & Title IX Institution.
We appreciate your interest in our recruitment. Please review the information below before you visit http://www.ubalt.edu/candidate_gateway/erecruit.html to apply.
We need to receive your electronic application in our system by the vacancy closing date in order to consider you for the vacancy. Information follows about submitting the electronic application and attaching your required cover letter and resume.
Applicant Instructions: Using Candidate Gateway to View and Apply for UB Vacancies
The Candidate Gateway system serves as your connection to the University of Baltimore’s job application process. It is a free, safe and secure way for you to apply for the job you want, and it allows the Office of Human Resources to maintain accurate records. Your use of the system does not require you to surrender any of your rights to privacy or confidentiality during the application process. Only qualified members of UB’s Human Resources team and members of the relevant search committee can access your application information. The search committee will not have access to any information you provide to HR for affirmative action reporting purposes.
Please read and print the information below before you apply, and refer to it as you enter your application.
A - COVER LETTER AND RESUME ATTACHMENT AND UPLOAD
Before you apply:
• Save one PDF or Word file with your cover letter, resume, and any additional information you would like to have considered.
When you apply:
•In Candidate Gateway: Click “Browse” to access the Word or PDF document you saved with all of your documents.
•Then, click “Upload” to attach it.
•Click “Continue” to continue the application process.
B - ENTER DATA ON THE FOLLOWING PAGES:
Each page shows this display:
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above and below the required data for the four categories shown above.
Click “Save” to save the data you entered on that page. The message “You have successfully submitted your job application.” confirms only that you entered that page of information into the system. You must click “Next” to continue and complete the entire application process.
1. Current and Prior Employment/Work Experience:
•Enter employment information relevant to your position of interest.
•You can use the first day of the month wherever dates are required.
•After you enter your work experience, click “Save,” then click “Next.”
2. Education/Education History and References:
•Use the dropdown to enter your highest education level. Entering this information is required.
•Then, only college and university information is required. Click the plus sign to the left of the “Postsecondary Education” link to enter that information.
•For country, enter USA or click the hourglass to select another country.
•You can use the first day of the month wherever dates are required.
•Click the plus sign to the left of "References" to enter two professional references.
•After you enter your education information and references, click “Save,” then click “Next.”
3. How did you find out about us/how did you find out about the job?
•After you enter this information, click “Save,” then click “Next.”
4. Online Questionnaire/Application Questionnaire: Answer the questions requiring a yes or no response. After you answer them, click “Submit.” This leads you to the Submit Online Application page.
C – SUBMIT ONLINE APPLICATION
To apply for your selected job: When you reach the “Submit Online Application” page shown below, you must click “I agree to these terms” and then click the “Submit” button at the end of the screen. After you click “Submit,” then you will see this information at the top of your screen:
Thank you for your interest in employment at the University of Baltimore. HR will process your application documents for the search committee’s consideration.
Note: This screen will also show additional information about the selection process and Office of Human Resources contact information.
If you have trouble viewing our job postings or applying for the vacancy, contact firstname.lastname@example.org for assistance.
External applicants: Review the vacancy announcement at http://www.ubalt.edu/candidate_gateway/erecruit.html and click the external applicant link to apply.
Internal applicants (students taking classes at UB and current employees) with login and password for MyUB: use the internal applicant link, log into My UB, then click the “View or Apply for Job Positions” link on the left.
UB is an Equal Opportunity/Affirmative Action/ADA Compliant Employer & Title IX Institution.
- Never use the Internet Explorer “Back” and “Forward” arrows to navigate. You will lose the information you have submitted.
- To navigate between pages, use the “Next,” “Previous,” and “Return to Previous Page” buttons.
- Use the “Save” button to save your information so you can return to it later and complete your application. Using “Save” does not complete the process to apply for a job opening.
UB is an Equal Opportunity/Affirmative Action/ADA Compliant Employer & Title IX Institution. The University of Baltimore ("UB" or "University") does not discriminate on the basis of sex, gender, race, religion, age, disability, national origin, ethnicity, sexual orientation, gender identity, or other legally protected characteristics in its programs, activities or employment practices.