• Junior Project Manager / Executive Assistant to Business Development

    Job Locations US-MI-Hillsdale
    Posted Date 1 month ago(11/8/2019 3:26 PM)
    ID
    2019-1225
    # of Openings
    1
    Department
    Business Development
  • Overview

    This position fills the role of junior-level project manager for Business Development and provides confidential clerical, office, and administrative support to the Vice President of Admissions & Business Development in a well-organized and timely manner. Given the broad and complex scope of the responsibilities in the department, this position plays an integral role in the departments’ overall productivity and success.

    Responsibilities

    Junior Project Manager

    1. Manage small projects and assists with general project management efforts like scheduling and monitoring deadlines.
    2. Support project teams by developing support documentation as needed including written assessments and executive summaries.
    3. Understands work flows to assist with creating process maps and flow charts.
    4. Helps manage the flow of information and documents for projects and oversight to ensure that project specifications are being met and on time including using Teamwork to manage task assignments and communications.
    5. Assists with scorecard and dashboard development and with administering Domo training and usage.
    6. Assists with research including locating, organizing, interpreting, and reporting results.
    7. Assists with survey development, feedback, and reporting using Qualtrics and Excel.
    8. Represent the VP and the interests of the department as needed in meetings or other professional interactions.
    9. Anticipates needs and expectations, offers suggestions regarding the execution of projects, recommends strategies for achieving the project’s goals, and points out risks to be addressed.
    10. Contributes to productivity at all levels. Ensures on-time preparation and delivery of work, optimizes schedules, and keeps things on track. Makes department as efficient as possible. Is responsive, adaptive, and flexible in changing circumstances.

     

    Essential Job Functions

    Assistant to the Vice President for Admissions & Business Development

    1. Manage day-to-day operations of Business Development including phone calls, electronic filings, correspondence, travel arrangements and itineraries, and monthly MasterCard reconciliation. Assists the Vice President and the department with meeting project goals and objectives by providing office support that includes: scheduling and daily calendar review, research, writing and editing reports and presentations.
    2. Meeting and event management. Coordinates and prepares for meetings, reserves room locations and amenities (food, whiteboard, flip charts, etc.), sets up meetings, including preparing the room and coordinating off-campus call-ins.
    3. Acts as budget liaison with Financial Affairs and provide updated budget reports and reconciliation as needed.
    4. Handles inquiries directed to department and coordinates response efforts.
    5. Coordinates print materials and ordering of supplies, including managing vendors.
    6. Assists in after-hour activities as needed. Perform additional duties that may be assigned.

    Qualifications

    To perform this job successfully, an individual must be able to perform each essential duty mentioned satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

    • Proficiency in Microsoft Word, Excel, PowerPoint, Outlook (especially Calendar).
    • Excellent grammar, writing, and editing skills (Writing samples will be requested).
    • Understanding in Google Docs, cloud storage, and database systems.

    Education and Experience

    A Bachelor’s degree in business or project management, or equivalent experience is preferred. Two to three years of relevant administrative, office, and general project management experience is required.

     

    Physical Requirements 

    Ability to read, write, hear, speak, see and communicate effectively. Ability to operate basic office equipment to include, photocopier, fax machine, adding machine, computer equipment, DVD player, display monitors and the like. Position is largely sedentary. Occasional lifting of office supplies, booklets, etc. is necessary.

     

    Other Skills 

    1. Ability to communicate on all levels – oral and written. Must have good communication and outstanding interpersonal skills that are evident in the ability to collaborate well with others. 2. Proficiency in analyzing and solving problems related to projects. 3. Proactive and independent 4. Attention to detail, great organizational skills, ability to juggle multiple projects efficiently and simultaneously. 5. Understand unspoken needs, have a high level of emotional intelligence, ability to manage conflict and respond with situational appropriateness. 6. Ability to practice discretion and maintain privacy. 7. Ability to meet deadlines under pressure.

     

    Personal Characteristics 

    Admissions and Business Development interacts with the entire Hillsdale College audience including guests and constituents. A neat appearance and a pleasant relationship that is supportive of the College mission is essential. This relationship needs to be supportive and professional, while maintaining confidentiality as needed.

     

    Code of Commitment 

    Be a good representative of Hillsdale College to promote the liberal arts, the College’s original Articles of Association and operating principles stated in the Staff Code of Commitment. The Mission Statement should be considered in all aspects of the position.

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