Job Posting: Executive Secretary - Vice President of Enrollment


Item Value
Posting Date 03/26/2024
Closing Date Until Filled
Employment Type(s)
  • Full Time
Location Beloit, Wisconsin, 53511


This position serves primarily as administrative assistant to the vice president of enrollment. This is a role that performs complex work dealing with a wide variety of situations involving the clerical and administrative functions of the office and requires a high degree of individual judgment and initiative with minimal instruction or supervision. This role also facilitates timely processing of student data, application materials, admission decisions, and in-house mailings. In addition, this role assists in the management and execution of customer service activities, including visit experience.


Characteristic Duties and Responsibilities:

  1. Manage the office of the vice president including scheduling, accounts payable, administrative reporting to Human Resources, and some email correspondence; support the work of the vice president, and (to a lesser extent) the leadership team (unit leads).
  2. Review/report on enrollment division budgets; perform duties in the assigned role of “budget submitter.”
  3. Serve on work teams organized to determine and coordinate customer service activities, such as visit experience and response to inbound phone calls and emails to the admissions office.
  4. Monitor use of admissions fleet cars; maintain I-Pass account, fuel credit cards, and process budget transfers when appropriate.
  5. Coordinate mailings (both 1st class and bulk), including processing of mail merges from database software.
  6. Maintain inventory of selected print collateral.
  7. Process application materials including imaging of physical documents into enrollment CRM.
  8. Process admission decisions, including the execution of physical decision mailings as well as coordinated electronic release of admission decisions; respond to inquiries from applicants, school counselors, and other constituents related to status of applications and materials.
  9. Provide limited logistical support for on-campus admitted student events (e.g., faculty participation at reception).
  10. Provide staff support for trustee committee meetings and produces minutes.
  11. Supervise, train, and schedule student workers to assist with these duties.
  12. Other duties as assigned.


Credentials and Experience:

  1. Bachelor’s degree or equivalent experience and training preferred.
  2. Minimum of three years progressively responsible administrative experience.

Because equity and inclusion are central to our students’ liberal arts education and vital to the thriving of all members of our residential learning community, Beloit College aspires to be an actively anti-racist institution. We recognize our aspiration as ongoing and institution-wide, involving collective commitment and accountability. We seek employees who are committed to and will actively contribute to our efforts to celebrate our cultural and intellectual richness and be resolute in advancing inclusion and equity.

Located in a diverse community close to Madison, Milwaukee, and Chicago, Beloit attracts students from across the United States and the world. The college emphasizes excellence in teaching, learning beyond the traditional classroom, international perspectives, and collaborative research among students and faculty. It is recognized as one of the Colleges That Change Lives.


How to Apply

Application review will begin immediately and will continue until the position is filled. Please submit your cover letter and resume to the link below.

Begin Your Application

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