POSITION TITLE: Executive Assistant, Vice President of Finance and Administration
DEPARTMENT: Finance and Administration
WORK LOCATION: Hybrid
REPORTS TO: Vice President for Finance and Administration (VPFA) & Chief Financial Officer (CFO)
FLSA STATUS: Exempt, Full-time
SALARY: $65,000 - $75,000/annual
REPORTS TO: Vice President for Finance and Administration
STATUS: Full-time, Exempt
General Description
Provides administrative support (confidential/non-confidential) to the Finance and Administration division. Processes include board committee minutes, budget and research data input and report generation, scheduling appointments, assisting with rentals, research projects, and miscellaneous support or analytical tasks.
Committee Support
ESSENTIAL FUNCTIONS include, but are limited to:
Provides analytical support to Administration
Maintains all official electronic and paper records related to planning and budgeting, including committee membership lists, committee reports, and correspondence.
Draft documents related to the strategic plan and Planning and Budgeting Committee (i.e. proposals, memos, and contracts)
Coordinates research projects and budget processes.
Data input and retrieval and preparing documents
Organizes and archives research reports and supporting documents.
As needed, represents the Division at university-related campus meetings/committees
Communications
Serves as the central communications point for all written and electronic correspondence and communication related to the planning and budgeting processes.
Coordinates written, e-mail, and phone correspondence among committee members, the campus community, or external consultants.
Prepares visual support for presentations (charts and graphs, PowerPoint, etc.)
Budget Development And Compliance
As directed by the Vice President for Administration, assists with budget development, financial planning, and forecasting, and assists with budget compliance and variance reporting.
Data Input, Retrieval, Manipulation, And Analysis
Work with budget and research data and reports as directed by committee chairs or Senior Administrators.
Office Management And Support
Process mail
Perform copying, faxing, and other general office duties
Organize and maintain files
Process financial paperwork and designate accounts to which purchases/expenses should be charged
Manages processing invoices, expense tracking, and certain areas of the finance budget
Responsible for ordering and maintaining the general office supplies, including staff business cards, nameplates, and name badges
Attends and records minutes for required meetings
Documents minutes for all meetings chaired by CFO or other Directors in Division
Other duties assigned by the VFA/CFO
Other
Assists with special projects as directed by the VFA/CFO.
Experience, Training, And Education
Any combination of experience and training that would provide the required knowledge and abilities in qualifying. A typical way to obtain the knowledge, skills, and abilities would be:
Experience
Minimum of 3 years administrative or analytical experience; higher education experience preferred
Budgeting experience preferred
Knowledge, Skills, And Ability
Excellent Organizational skills and attention to detail
Excellent oral and written communication skills
Computer proficiency including MS Office (Word, Excel, Access, PowerPoint)
Good quantitative and data analysis skills.
Good interpersonal skills
Ability to work well with staff, faculty, and students
Ability to follow through and meet deadlines
Training/Education
Bachelor’s degree preferred
Application Procedures
NDNU is committed to providing an educational environment that supports a diverse student population. All completed applications will be carefully reviewed. Please upload a cover letter and resume. In your cover letter, express interest and outline your qualifications. Please also include any information about your experience(s) working in a fast-paced, multi-tasking environment and what qualities you would bring to support this commitment to inclusive excellence at NDNU.
Founded in 1851, Notre Dame de Namur University (NDNU) is a dynamic institution whose reputation for excellence and commitment to the development of the whole person comes from its heritage as a Catholic institution founded by the Sisters of Notre Dame de Namur. Our faculty is committed to carrying out these core values throughout the curriculum.
For over 170 years, NDNU has served students not traditionally represented in higher education. NDNU is a fully accredited master’s university. NDNU is both a Hispanic Serving Institution (HSI) and Asian American Native American Pacific Islander Serving Institution (AANAPISI), and we enroll a significant number of first-generation students. NDNU serves a diverse student body from various backgrounds and experiences and actively commits itself to educational access for all students.
Seniority level
Mid-Senior level
Employment type
Full-time
Job function
Finance and Sales
Industries
Higher Education
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