Executive Assistant to the VP for Finance and Administration and the Growing Green and Gold Together Initiative

DePauw University is an Equal Employment Opportunity Employer: Women members of underrepresented groups and persons with disabilities are encouraged to apply. Position will remain open until filled.

Reasonable Accommodations Statement

To perform this job successfully an individual must be able to perform each essential duty satisfactorily. Reasonable Accommodations may be made to enable qualified individuals with disabilities to perform the essential functions.

Essential Functions Statement(s)

Administrative Support:

• Manage the VPFAs and Project Directors calendars prioritizing meetings and resolving scheduling conflicts

• Screen and prioritize phone calls emails and visitor requests for the VPFA and Project Director

• Prepare briefing materials background information and executive summaries for meetings and presentations

• Coordinate domestic and international travel arrangements including detailed itineraries and expense management

• Prepare and edit high-level correspondence reports and presentations for the VPFA and Project Director

• Assist in the preparation and submission of grant-related documentation reports and communications

Operations Support:

• Assist in preparation of materials for Board of Trustees meetings and in committee meeting support including taking minutes

• Process and track financial documents invoices and expense reports with high attention to detail

• Organize and maintain an electronic filing system for the division including for contracts and other legal documents

• Maintain confidential files and ensure proper document retention protocols

• Maintain our university rental program including lease agreements and coordination with our external property management team

• Provide administrative support for the division to ensure efficient workflows

Compliance and External Relations:

• Interface with external auditors consultants legal counsel and financial service providers

• Help prepare materials for regulatory reporting and institutional assessments

Meeting and Event Support:

• Schedule and coordinate meetings including preparing agendas distributing materials and recording minutes

• Assist in the planning and execution of community events workshops and other project-related activities

• Ensure follow-up actions from meetings and events are tracked and completed in a timely manner

Financial and Grant Management Support:

• Assist with budget tracking and financial reporting including processing invoices expense reports and reimbursements

• Maintain accurate records of all financial transactions related to the grant ensuring compliance with grant guidelines

• Support the Project Director in monitoring grant expenditures and preparing financial reports for the Lilly Endowment

Other duties as assigned.

POSITION QUALIFICATIONS

Competency Statement(s)

• Accuracy - Ability to perform work accurately and thoroughly particularly when handling sensitive financial information

• Active Listening - Ability to actively attend to convey and understand the comments and questions of others

• Analytical Skills - The ability to gather raw data and process that data into meaningful form for executive decision-making

• Communication Oral - Ability to communicate effectively with others using the spoken word including senior leadership and external stakeholders

• Communication Written - Ability to communicate in writing clearly and concisely at all organizational levels

• Confidentiality - Ability to handle sensitive and confidential information with absolute discretion and integrity

• Customer Oriented - A desire to serve both external and internal clients by focusing effort on meeting clients needs understanding their concerns and seeking to build trust

• Detail Oriented - Ability to pay attention to minute details of projects and tasks essential for financial accuracy and compliance

• Diversity Oriented - Commitment to valuing a variety of different experiences encouraging input and collaboration from campus stakeholders including being mindful of experiences related but not limited to: age gender race ethnicity religion socio-economic status LGBTQ and/or job type

• Interpersonal - Ability to develop and maintain relationships with others across all levels of the organization

• Multitasking - Ability to effectively manage multiple priorities and switch between different types of responsibilities

• Organized - Possessing the trait of being organized or following a systematic method of performing tasks

• Professional Judgment - Ability to exercise sound judgment and make appropriate decisions within scope of authority

• Self-Motivated - Ability to reach goals and perform tasks with minimal supervision or direction

• Time Management - Ability to utilize available time to organize and complete work within given deadlines while balancing dual reporting relationships

Computer Skills: Proficiency in Microsoft Office Suite (Word Excel PowerPoint) and other relevant software tools.

• Strong organizational and time management skills with the ability to manage multiple tasks and priorities effectively.

• Excellent written and verbal communication skills with attention to detail and accuracy.

• Ability to work independently and as part of a team in a fast-paced dynamic environment.

• Experience with budget management and financial reporting is a plus.

Physical Demands

Lift/Carry

Stand

O (Occasionally)

Walk

O (Occasionally)

Sit

C (Constantly)

Handling / Fingering

C (Constantly)

Reach Outward

O (Occasionally)

Reach Above Shoulder

O (Occasionally)

Climb

O (Occasionally)

Crawl

O (Occasionally)

Squat or Kneel

O (Occasionally)

Bend

O (Occasionally)

Speak

F (Frequently)

10 lbs or less

O (Occasionally)

11-20 lbs

O (Occasionally)

21-50 lbs

O (Occasionally)

51-100 lbs

N (Not Applicable)

Over 100 lbs

N (Not Applicable)

Push/Pull

12 lbs or less

O (Occasionally)

13-25 lbs

O (Occasionally)

26-40 lbs

N (Not Applicable)

41-100 lbs

N (Not Applicable)

N (Not Applicable)

Activity is not applicable to this occupation.

O (Occasionally)

Occupation requires this activity up to 33% of the time (0 - 2.5 hrs/day)

F (Frequently)

Occupation requires this activity from 33% - 66% of the time (2.5 - 5.5 hrs/day)

C (Constantly)

Occupation requires this activity more than 66% of the time (5.5 hrs/day)

WORK ENVIRONMENT

Normal office environment.

We are proud to recognize the active participation of faculty and staff in adding to the heritage of building and supporting vibrant intellectual and creative lives for students and for ourselves. Principles of collaboration respect for each other diversity freedom of expression accountability and service guide the daily decisions and interactions across campus.

DePauw University in affirmation of its commitment to excellence endeavors to provide equal opportunity for all individuals in its hiring promotion compensation and admission procedures. Institutional decisions regarding hiring promotion compensation and admission will be based upon a persons qualifications and/or performance without regard to race color creed religion national origin sexual orientation disability age gender gender identity or gender expression except where religion gender or national origin is a bona fide occupational qualification.

DePauw Universitys goals and commitments are best served if the institution reflects the diversity of our society; hence DePauw seeks diversity in all areas and levels of employment and abides by all local state and federal regulations concerning equal employment opportunities. The University admits hires and promotes individuals upon their qualities and merits.

Employee Benefits Overview

There are many benefits offered to DePauw Employees.

For full time benefits eligible employees these benefits include medical dental and vision insurance. Basic Life insurance Accidental Death & Dismemberment (AD&D) and Long Term Disability are paid for by DePauw University. Full time employees may elect to purchase additional voluntary life insurance for themselves and their voluntary benefitsTuition Remission and Exchange as well as Relocation Allowance are also employee benefits. Seethe Benefits Hub.

All employees may participate in the retirement savings plan as well as employee discounts and access to University resources.

At DePauw we recognize that our employees need to balance work and home. Please refer to University Policies forVacation TimePersonal Time(hourly)andSick Timepolicies in theEmployee Handbookfor more information on these and other benefits. When you need support theCigna Employee Assistancebenefit is available to all employees and their households.

ENJOY ACCESS TO THE AMAZING FACILITIES AND PROGRAMS DEPAUW UNIVERSITY HAS TO OFFER SUCH AS:

• Welch Fitness Center and wellness classes
• Indoor Tennis and Track Center
• University Libraries
• Peeler art galleries
• Green Center for the Performing Arts events and programs
• Ubben lecture series
• Free athletic events
• Bookstore and Starbucks (Greencastle) discounts
• Employee discounted meal plan
• Free parking
• Nature park including walking and biking trails
• Personal duplicating and printing discounts

EEO is the law. Click here for more information.