Job Title: Assistant to the Vice President and Dean of Admissions
Department: Admissions and Financial Aid
Classification: Exempt
Grade: 11
FTE/Working Schedule: 1.0 FTE
Compensation
The expected starting salary range for this position is between $65,100 and $68,700. Actual pay will be adjusted based on job-related factors permitted by law, such as experience and training; licensure and certifications; market factors; departmental budgets; and responsibility.
Position Overview
The
Assistant to the Vice President and Dean of Admissions provides executive administrative support to the Vice President and Dean of Admissions and Financial Aid (VP/Dean) and Senior Associate Dean and Director of Admissions, and planning for the Admissions and Student Financial Aid Division. The Assistant performs administrative functions that are highly confidential and sensitive in nature and requires significant attention to detail. The Assistant will be self-motivated, organized, able to work independently, communicate clearly and effectively, and exercise independent judgment and discretion in fulfilling their daily and ongoing responsibilities.
Specific duties include, but are not limited to: maintaining the Dean's & Director’s calendar; working collaboratively with those in like positions across campus; preparing/monitoring the Dean's and Director’s travel; preparing written and electronic correspondence on behalf of the Dean; providing administrative and meeting support to the Board of Trustee Enrollment and Admissions Committee and the Admission and Financial Aid Committee (AFAC); and, researching and prioritizing multiple projects that support the Admissions and Student Financial Aid senior leadership team, which includes the VP/Dean, Director of Admissions, Director of Student Financial Aid, and Director of Admissions Systems. The position also manages and monitors the various program budgets associated with the Admissions and Student Financial Aid division and contributes to our high-functioning Admissions database with ongoing and daily responsibilities involving data importing, data cleanup, and application preparation.
Other responsibilities include providing administrative assistance in the hiring of new exempt and non-exempt staff and developing and coordinating training and onboarding processes for new staff members; assisting the Director of Admissions with travel coordination for 10 staff members; coordinates with the Associate Director of Admissions Events and Visit Experience three major recruiting events annually; works with the Facilities Office to ensure building concerns are addressed in a timely manner; supports the ongoing needs of the senior leadership team by fulfilling tasks as assigned; and must be capable of managing multiple tasks accurately and efficiently while representing the College in a courteous, professional, and friendly manner.
Essential Job Functions/Responsibilities
- Manage and prioritize the VP/Dean’s calendar and schedule appointments and meetings on his behalf; attention to detail is imperative.
- Respond promptly to telephone and e-mail contact on behalf of the VP/Dean; screen phone calls on behalf of the VP/Dean.
- Prepare correspondence and update Admissions communications, in consultation with VP/Dean and Senior Leadership Team.
- Represents the VP/Dean diplomatically and accurately to faculty, staff, administrative offices, students, Trustees, and constituents outside of the College.
- Works with the Senior Leadership Team to complete work that supports the VP/Dean and the Admissions Office; takes on tasks to support the decision-making process.
- Secures venues, video/ATV equipment, and food & beverages, and arranges for lodging for group travel staff involving the VP/Dean and Director of Admissions.
- Coordinates operation staff at various times during the admissions cycle, including on-campus events and the processing of admission decisions.
- Tracks and manages the Admissions Office budget; identifies and reports any discrepancies or concerns to the VP/Dean for proper action.
- Process all admissions invoices in Workday for timely payment by the Business Office, identifying proper spend categories, item descriptions, and cost/program center, and when necessary, request the proper forms are completed and submitted by suppliers; keep detailed records of all invoices paid.
- Coordinates the hiring process of staff; reviews applicants and assesses candidate qualifications for the hiring supervisor; arranges travel and lodging accommodations for candidates for campus to interviews; creates interview schedules and secures locations for interviews; works with Human Resources to process reimbursements for expenses incurred by the job candidate related to the interview process.
- Works with hiring managers to create a training schedule for new hires; ensures all onboarding of new staff is completed in a timely manner; this includes contacting ITS to plan for computer and other electronic equipment needs; updated phone extensions; and work area is cleaned and prepared for new staff.
- Records and tracks asset numbers for all electronics, including computers, monitors, ankers, iPads, Hotspots, MFP and Scanner.
- Provides administrative and meeting support on behalf of the VP/Dean, especially with Trustee Meetings; record minutes and work with the Trustee Chair of Enrollment and Admissions Committee.
- Supports the Chair of the Admissions and Financial Aid Committee (AFAC) with scheduling meetings, preparing meeting agendas, and taking minutes of AFAC meetings.
- Co-coordinates three major outreach events annually, including planning, implementing, and executing of programs.
- Supports the building and maintenance of ongoing and ad hoc data imports in Slate, including accurate field mapping and deduplication of records
- Supports ongoing data quality and cleanup in Slate, especially for student records, organizations, and organization contacts
- Prepares application files for committee review in Slate, including test score redaction, matching materials appropriately, and the import and scanning of materials
- Provides backup support to supervisors for student workers’ projects in Slate
- Works with the Director of Admissions Systems to convey and respond to the Vice President and Dean’s data inquiries in Slate
- Works in conjunction with other staff to support office travel plans and arrangements, including group travel and Six Colleges recruitment travel.
- Provides support for Six Colleges collaborations, including planning webinars, recording and editing captions of webinars, and providing links to appropriate staff for posting on both Carleton Admissions website and the sixcolleges.org website; work collaboratively with colleagues from the Six Colleges to ensure success of joint recruitment efforts.
- Collaborate with assistants from peer institutions who travel jointly with Carleton; secure offsite venues and plan logistics for large prospective student and college counselor presentations; develops data files of prospective students and counselors for areas of travel.
- Works to support the decision mailing process, including preparing labels and envelopes and overseeing the sorting and processing of decision packet mailings to ensure the accurate release and delivery of admissions decisions to admitted students.
- Prepares applications from the Posse Program for staff review; makes travel and lodging arrangements for Admissions, Student Affairs, and Provost’s Offices staff.
- Tracks deferral/gap year request by communicating with the gap year students on behalf of the VP/Dean.
- Collaborates with Student Financial Aid, the Admissions systems team, and Business Office to plan for the release of Get Started grant funds for incoming low-income first-year students.
- Coordinates FERPA requests from Carleton students on behalf of the VP/Dean.
- Serves on college committees and collaborates with other offices and departments at the College regarding planning, implementing, and overseeing the needs of the Admissions and Student Financial Aid Offices and recruiting prospective students.
- Oversees maintenance of Scoville building, inside and outside, working closely with the Facilities Office and other vendors.
- Supports the day-to-day operations in the Admissions Office, including, but not limited to, assisting and covering the reception desk; cross trains with Operations Staff to fill staffing needs.
- Provides assistance with division events, such as strategic planning retreats, professional development meetings, celebration gatherings, etc., which includes securing locations and planning other logistics, including any food and beverages needed.
Supervision Received And Exercised
This position will report directly to the Vice President and Dean of Admissions and Director of Admissions. This position serves as the back-up supervisor to the student workers.
Education/Experience/Skills
Required:
- A Bachelor’s degree or 10 years of related admissions experience.
- At least 5 years of administrative experience for a high-level executive is required, some understanding of a liberal arts college helpful.
- Ability to work independently and as part of a team, with exceptional organizational skills and excellent written and oral communication skills.
- Ability to prioritize and work within deadlines. Essential skills include a good sense of time management and the ability to multitask.
- Polished interpersonal skills, ability to communicate in a friendly, tactful manner.
- Ability to maintain complete confidentiality with sensitive data.
- Ability to receive and relay information in a timely manner, with exceptional attention to detail.
- Strong computer skills (word processing, spreadsheets, databases, website management) are essential; familiarity with Microsoft Suite desirable, advanced knowledge of Slate CRM, familiarity with OnBase file management system. Experience with Canva is desirable.
- Experience with Gmail, Google Drive, and Dropbox.
Must have the ability to understand and follow written and oral work instructions, operations, safety procedures, and hazardous labels.
A strong internal candidate has been identified.
Note: This position description is not intended to be all-inclusive. Employees may perform other related duties to meet the ongoing needs of the organization.
Review of applications begins immediately and continues until the hire is complete.
We accept only online applications.
Carleton College is an AA/EEO Employer: We are committed to developing our staff to better reflect the diversity of our student body and American society. Members of underrepresented groups are strongly encouraged to apply.
Carleton also offers a robust suite of benefits including: A generous 403(b) retirement plan with a 10% employer contribution and 2% employee contribution. Medical, dental, vision, life and disability insurance. Paid time-off, including 20 vacation days, 8 paid holidays, 3, floating holidays, 2 weather days, and extra days at the end of the calendar year to make a continuous week off before New Year’s. Employee Assistance Program (EAP) for all employees. A dependent tuition program after six years of service.
Founded in 1866, Carleton College is a private, coeducational liberal arts college of roughly 2,000 students located in the historic river town of Northfield, Minnesota. Carleton College occupies more than 1,000 scenic acres of campus, arboretum, over 100 campus buildings, and athletic fields. Located 40 miles south of Minneapolis and St. Paul, Carleton offers access to the cultural advantages of a major metropolitan area.