Executive Assistant to the Vice President for Finance & Administration
Executive Assistant to the Vice President for Finance & Administration
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1 Vacancy
Job Description
Position Summary The Executive Assistant provides high-level administrative and executive support to the Vice President for Finance & Administration. This position plays a key role in managing daily operations and ensuring effective communication and collaboration within the division and across campus departments. The ideal candidate is highly organized detail-oriented and adaptable with a strong ability to manage multiple priorities independently while contributing positively to a team-oriented environment.
Essential Duties And Responsibilities
Key Responsibilities Coordinate and maintain the Vice Presidents calendar including scheduling internal and external meetings travel arrangements and event logistics. Serve as the primary point of contact for incoming correspondence; review and prioritize memos reports and communications to determine necessary actions and appropriate distribution. Support financial oversight by monitoring division budgets reallocating funds and processing transfers as directed. Manage purchasing processes for all budgets within the Finance & Administration division. Draft edit and format a variety of communications and documents including reports memos presentations and correspondence. Maintain up-to-date knowledge of University and Finance & Administration policies and procedures. Provide administrative support to the Board of Trustees Finance & Audit Committee and the Investment Sub-Committee including scheduling document preparation and meeting logistics. Coordinate onboarding and setup for new hires within the division collaborating with department managers to ensure a smooth experience. Record and prepare meeting minutes as requested. Assist in the preparation and coordination of special reports and cross-departmental projects for the Vice President. Manage the divisions records retention and ensure compliance with related policies. Perform general office operations such as ordering supplies answering phones and maintaining the divisions website. Serve as a backup for administrative functions in other divisions and in the Office of the President as needed. Support the Business Office with verbal call-back procedures related to banking information updates. Foster strong working relationships with colleagues throughout the University to facilitate seamless communication and collaborative problem-solving. Take initiative in creating a positive respectful and team-oriented work environment. Handle additional duties and special projects as assigned by the Vice President.
Employment Type
Full Time
