Executive Assistant, Finance & Administration - Wittenberg University
Location: Springfield, Ohio
Internal Number: 150532
Location: Springfield, OH Category: Support Staff Positions Posted On: Tue Jul 19 2022 Job Description:
The Executive Assistant for Finance & Administration is responsible for management, administration, and organizational support of all aspects of the business operations of the Finance & Administration division, specifically the offices of the Vice President for Finance & Administration and Assistant Vice President for Finance & Administration. This is a full-time, non-exempt position.
Essential functions include, but are not limited to:
Provides direct administrative support for the Vice President for Finance & Administration and the Assistant Vice President for Finance & Administration by coordinating daily schedules, travel, meetings, correspondences, phone calls, and other office-related operations.
Provides clerical, administrative, budget and project support to the Finance & Administration division.
Serve as the initial point of contact for students, families, campus personnel, community stakeholders, and other clients for general inquiries regarding the Finance & Administration division.
Support the Division in general office responsibilities including ordering and maintenance of office supplies as required according to University policies while also maintaining various office equipment.
Manage student employees for the Finance & Administration division, when necessary.
Facilitate various event planning specific to the Finance & Administration division, including the scheduling of board committee meetings.
Manage insurance renewal on an annual basis or when updates are needed, in coordination with the Vice President and Assistant Vice President.
Serve as division and department liaison for monitoring and assisting with the purchasing, travel, supplies, budget oversight and forecasting.
Monitor and oversee the budget for the Office of the Vice President including the processing of check requests and purchase orders, purchasing card audits, and cash deposits. Includes managing purchasing card use for the Vice President.
Produce reports and other financial documentation as requested by the Vice President and/or Assistant Vice President.
Coordinate risk management reporting for University property and casualty insurance brokers and carriers.
Proactively and autonomously investigate and find solutions to issues impacting financial and administrative operations.
Records meeting minutes for various Board of Director committees.
Performs other relevant duties as assigned such as special projects, programs, developmental activities, etc.
Associate's degree required. Bachelor's degree preferred. Equivalent experience (4+ years) may be substituted for the degree requirements.
5 - 7 years of relevant working experience.
This position requires ability to work with a variety of constituents, solve problems quickly and professionally, anticipate needs, and communicate proactively. An understanding of how to prioritize competing demands and timelines is necessary.
Competency and experience with Microsoft Excel, Publisher, Outlook, and PowerPoint is necessary.
Familiarity with working in a customer service and higher education environment are preferred.
Familiarity with Ellucian Colleague, JotForm, 25Live (web-based scheduling program), and Informer Reporting is helpful.
Must have excellent communication skills both written and verbally.
Needs to be a team player, who appreciates diversity, is able to multitask in a fast paced dynamic environment, and who has excellent customer service, time management, and data entry skills.
The incumbent must be available for occasional evening and weekend hours during high volume periods.
Ability to access a variety of properties, including traversing multiple flights of stairs, areas without air conditioning, and uneven surfaces.
Ability to transport items and equipment weighing up to 50 lbs. with assistance.
Ability to utilize computer, office phone, cell phone, and tablet as needed.
A valid driver's license is required; must meet required insurance qualifications found in Wittenberg Motor Pool policies and procedures. If license is from out of state, successful candidate will need to obtain a valid Ohio driver's license within 30 days of hire date.
The pay rate for this position ranges from $18.00 - $20.00 per hour and is based on experience.
Wittenberg is committed to attracting and retaining highly qualified individuals who collectively reflect the diversity of our student body and society at-large. Please see our notice of nondiscrimination housed on our website.
A Lutheran-affiliated liberal arts college in the heart of Southwest Ohio, Wittenberg is nationally recognized for accessible professors, engaging classroom experiences, service opportunities, and valued athletics traditions. Wittenberg University is committed to providing a comprehensive and competitive employee benefits package that attracts and retains talent to further the university's mission and contributes to the personal and financial well-being of employees and their families.