Executive Assistant to the Associate VP for Enrollment Management

Job Title:              Executive Assistant to the Associate VP for Enrollment Management

Department:        Enrollment Management

FLSA Status:        Non-Exempt, Full-time Staff

Reports To:          Ben Martin, Associate Vice President for Enrollment Management

Prepared By:        Ben Martin, Associate Vice President for Enrollment Management and Megan Proctor, Assistant

Director of Admissions

Prepared Date:    January 16, 2026

Approved By:       Katrina Lynn, Director of Human Resources

Approved Date:   January 22, 2026

Expectation and Condition of Employment

Howard Payne University, a church-related institution affiliated with the Baptist General Convention of Texas, seeks to employ evangelical Christians who are dedicated to teaching and service as they model the principles of the Christian faith and the University’s sincere religious beliefs.

Howard Payne University (hereafter, University) is committed to the integration of learning and Christian faith in the pursuit of truth. Employees are expected to embrace the Christian Mission Statement and Core Values of the University and must support the University’s affirmation of traditional Christian and Baptist beliefs by leading lives of service through active involvement in Christian activities both on campus and through a local church.

Mission Statement

Howard Payne University is a Christ-centered academic community dedicated to excellence by developing and equipping the whole person for intellectual inquiry, personal and professional integrity, and service to God and humanity.

Core Values of Howard Payne University

We believe and affirm that the University as an institution and each individual called to serve the Lord at Howard
Payne should strive to demonstrate a commitment to these five Core Values:

• Centered on Christ   (cf. Col. 3:17, Matt. 7:24)


• Focused on Community   (cf. Eph. 4:4-6, 1 Pet. 3:8)


• Called to Service   (cf. Mark 10:45, Phil. 2:3-5)


• Committed to Excellence   (cf. Gen. 1:31, 1 Cor. 9:24)


• Dedicated to Stewardship   (cf. Gen. 2:15, 1 Pet. 4:10)

As a condition of employment, employees agree to be paid by Direct Deposit. Applicants offered contingent employment based on the University obtaining a clean background check agree the contingent offer of employment may be revoked based on the information obtained in the background check.

If offered employment, your acceptance will indicate that you have read and agree to the Expectations and Conditions above.

Application Procedure

To be considered for this position, please submit the following:

• a letter of application addressing in detail how you meet the position requirements


• a resume or CV (curriculum vitae)


• unofficial transcripts, and


• a completed HPU Employment Application

Job Summary

Provides assistance to the Associate Vice President for Enrollment Management (AVPEM), including board activities, publications, special events planning and to create and maintain favorable public image for the university by performing the following duties.  Supervise and execute budget, and admission processing within the Office of Admissions.   

Executive Assistant to the AVPEM - Essential Duties and Responsibilities include the following. Other duties may be assigned.

1. Maintain a professional, efficient office environment. Assist the AVPEM with scheduling meetings, organizing and maintaining administrative files, screening and directing telephone calls and visitors from campus and the public, handling incoming and outgoing communications for the office of the AVPEM, ordering, maintaining inventory, and stocking event and office supplies, duplicating and assembling reports and meeting materials, reconciling vendor statements and budget accounts, maintaining office equipment.


2. Perform a variety of administrative tasks as directed by the AVPEM, including but not limited to the following: Assist in the revision and production of all enrollment related publications as needed. Participate in campus preview events. Work with the AVPEM to process purchasing paperwork submitted by all departments reporting to the AVPEM. Track and research expenditures and conduct other budget inquiries. Maintain files, supplies, and other office areas in an orderly and organized fashion.


3. Represent Howard Payne University in a professional manner in both appearance and actions, evidenced by always: Dressing in professional attire appropriate for a Christian university. Conducting one’s self in keeping with the Christian ethical and moral standards established by the university in its Statement of Mission and Purpose. 


4. Serve as a backup to operate multiline telephone system in the Office of Admission and answers incoming calls and directs callers to appropriate personnel or to their voicemail, or will answer callers’ questions as appropriate. 


5. Maintain the inventory of supplies and equipment needed in the admission processing functions.


6. Represent HPU to prospective students, parents, community groups, high school counselors, church administrators, current HPU students, HPU staff and faculty, and HPU alumni by: Speaking on the phone. Greeting at the Office of Admission building and interacting in-person, when needed. Communicating electronically


7. Effectively serve all aforementioned individuals. (continue from above)


8. Obtain a detailed, working knowledge of the University and its many facets.


9. Provide a positive, professional demeanor within the Admission Office and the HPU campus, and when representing Howard Payne University to all prospective students and families or to any member of the public.


10. Review analytics and create reports on key metrics.

Supervisory Responsibilities 

Assists in supervising Admission Office Student Workers.

Competencies 

To perform the job successfully, an individual should demonstrate the following competencies:

1. Modeling Christian Faith - Must be committed to modeling the Christian faith. Displays a proven record of modeling the Christian faith in business operations, management roles, customer service functions, and interactions with others. Is committed to continuing to model Christian faith in a manner consistent with the University’s Mission Statement and Core Values.


2. Project Management - Develops effective project plans, coordinates projects, communicates changes and progress, completes projects on time and budget, and manages project team activities effectively.


3. Technical Skills - Assesses their own strengths and weaknesses, pursues training and development opportunities, and strives to build knowledge and skills continuously, shares expertise with others.


4. Customer Service - Manages difficult or emotional situations effectively, solicits feedback to improve service, responds to requests for service and assistance promptly and effectively, meets the commitments they make to others.


5. Oral Communication - Speaks clearly and persuasively in positive or negative situations, listens and gets clarification, responds well to questions, demonstrates effective group presentation skills, participates actively in meetings.


6. Change Management - Develops workable implementation plans, communicates changes effectively, builds commitment and overcomes resistance effectively, prepares and supports those affected by change, monitors transition and evaluates results.


7. Quality Management - Looks for ways to improve and promote quality, demonstrates accuracy and thoroughness.


8. Business Acumen - Understands the business implications of their decisions, displays an orientation to working within approved budgets and University profitability, and demonstrates a thorough knowledge of the higher education industry and the University’s competition. Aligns their work with the University’s Strategic Plan.


9. University Support - Follows policies and procedures consistently, completes administrative tasks correctly and on time, supports the University’s Mission Statement and Core Values, Benefits the University through external community and professional activities, supports affirmative action and respects diversity.


10. Professionalism - Approaches others in a tactful manner, reacts well under pressure, treats others with respect and consideration regardless of their status or position, accepts personal responsibility for their own actions, and follows through with commitments.


11. Dependability - Follows instructions, responds effectively to their supervisor’s direction. Takes responsibility for their own actions and keeps commitments. Commits to long hours of work when necessary to reach goals. Completes tasks on time or notifies appropriate person with an alternate plan.

Qualifications 

To perform this job successfully, an individual must be able to perform the Essential Duties and Responsibilities listed above satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

1. Education and/or Experience – Bachelor's degree from an accredited University or at least three years of directly related experience, or an equivalent combination of education and experience is required.


2. Language Skills - Ability to read, analyze, and interpret general business periodicals, professional journals, technical procedures, or governmental regulations in English. Ability to write reports, business correspondence, and procedure manuals effectively.  Ability to present information and respond to questions effectively from groups of students, other employees, trustees and the public.


3. Math Skills - Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs.


4. Reasoning Ability - Ability to define problems, collect data, establish facts, and draw valid conclusions. Ability to interpret an extensive variety of technical instructions in mathematical or diagram form and deal with several abstract and concrete variables in English.


5. Computer Skills - To perform this job successfully, an individual should have knowledge of Internet software; Spreadsheet software and Word Processing software; and willingness to learn Admission processing systems quickly.


6. License - Must be at least 21 years old and maintain a current Texas driver's license to drive a vehicle on behalf of the University when necessary.


7. Required Physical Abilities – The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to stand; walk; sit and use hands to finger, handle, or feel. The employee is occasionally required to reach with hands and arms. The employee must regularly lift and /or move up to 10 pounds, frequently lift and/or move up to 25 pounds and occasionally lift and/or move up to 50 pounds.  Specific vision abilities required by this job include close vision, distance vision, color vision, peripheral vision, depth perception and ability to adjust focus.


8. Normal Work Environment – The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing the duties of this job, the employee is occasionally exposed to outside weather conditions. The employee is occasionally exposed to fumes or airborne particles and caustic cleaning or landscaping chemicals used on campus.  The noise level in the work environment is usually moderate.