Enrollment Management and Marketing Administrative Coordinator at Bay Path University – LONGMEADOW, Massachusetts

Supervisor: Vice President for Enrollment Management and Marketing

Position Code: EMMAC

Status: Full Time

Standard Hours: 8:30-5:00pm (some evenings and weekends as needed), 12-months

Job Location: Longmeadow

Exempt (Yes/No): No

JOB SUMMARY:

Reporting to the Vice President for Enrollment Management and Marketing (VPEMM), this position directly supports the VPEMM and the Enrollment Management and Marketing divisions while serving as a key liaison between the two areas. This position assists with departmental budget oversight, processes purchase orders, supports the VPEMM in developing reports and presentations, coordinates travel, and schedules meetings. The Coordinator supports admissions with events and other enrollment/enrollment marketing initiatives. In addition, this position may provide support to admissions departments with recruitment activities, travel, and event coordination.

ESSENTIAL JOB FUNCTIONS

• Provides direct administrative support to the VPEMM, including scheduling, correspondence, communications, presentations, and reporting. Assists the AVPs with scheduling and coordinating meetings as requested.
• Coordinates training sessions and meetings for Admissions and Marketing staff.
• Maintains required documentation and supports budgets in accordance with University policies and procedures.
• Manages budget and purchase order processes, including processing transactions, monitoring expenses, and troubleshooting missing or incorrect information across Enrollment, Marketing, and Management.
• Assist with content updates in CRM and support marketing systems as needed.
• Assists with travel planning and rental car lease coordination for Traditional Admissions by analyzing data and trends, collecting invitations, and distributing territory-based travel information to counselors.
• Serves as a liaison with high schools in primary territories to promote Bay Path University events (open houses, virtual events, recruitment
• programs) and supports Admissions and Marketing in event promotion and advertising efforts.
• Attends and supports admissions events and recruitment activities as needed; occasional travel may be required.
• Manages and updates Admissions and Marketing memberships; identifies and coordinates opportunities to maximize value and utilization.
• Interacts and collaborates with external vendors and consultants.
• Serves as the first point of contact in the admissions office and physically sits at the front desk in the Admissions Office and answers phone calls and emails, screens incoming calls, and routes inquiries to appropriate departments or individuals.
• Serves as a liaison with internal departments and external contacts to exchange information and resolve routine and moderately complex matters within Enrollment Management and Marketing.
• Supports hiring processes, including managing resumes, coordinating interview schedules (on-campus and virtual), preparing interview materials and hiring packets, and arranging candidate travel and lodging when needed.
• Processes internal paperwork, including travel requests, expense reports, and reimbursements.
• Manages the Center Credit Card account for the VPEMM, submits and records receipts, and assigns appropriate budget codes.
• Assists with special marketing projects as needed.
• Performs other duties related to this position as assigned.

QUALIFICATIONS:

• Associate’s degree. Bachelor’s degree preferred.
• 2 years of solid administrative experience, preferably in a sales, marketing, or business department. Higher education industry experience is a plus.
• Excellent computer skills, thorough knowledge of MS Office products (especially Excel and PowerPoint), Canva, and Google systems.
• CRM experience a plus
• Ability to organize many projects and handle details with accuracy.
• Excellent customer service and telephone skills.
• Ability to work well with a wide variety of constituencies.
• Ability to handle multiple assignments with diplomacy, efficiency, and effectiveness, and maintain high confidentiality.
• Excellent oral, written, and interpersonal communication skills.
• Ability to work independently and cooperatively in a diverse, busy office environment.
• Must project a positive, professional image.
• Demonstrated time management and organizational skills.
• Ability to handle multiple tasks simultaneously.
• Ability to establish and maintain effective working relationships with all members of the University community including students, faculty, staff, and administrators
• Ability to adhere to University policies and procedures.
• Ability to handle confidential information with discretion and within FERPA and HIPAA guidelines.
• All new employees must complete the FERPA, Anti-Harassment, and any other required online trainings within 15 days of employment.
• General knowledge of the University’s mission, purpose and goals and the role this position plays in achieving those goals.