Executive Assistant II VP, Finance/Administration and VP, Enrollment
Le Moyne College
Location: Syracuse, New York
Higher Education Institution
Le Moyne College is a diverse learning community that strives for academic excellence in the Catholic and Jesuit tradition through its comprehensive programs rooted in the liberal arts and sciences. Its emphasis is on education of the whole person and on the search for meaning and value as integral parts of the intellectual life. Le Moyne College seeks to prepare its members for leadership and service in their personal and professional lives to promote a more just society.
Le Moyne College aims to advance the values of diversity and inclusiveness at the college. To do this, Le Moyne seeks scholars and professionals who bring innovation, creativity, and impact to the campus, and who bring greater depth, breadth, and diversity to our campus community.
This position provides administrative support to the Vice President of Finance and Administration (VPFA), the Assistant Vice President of Finance (AVPF), the Vice President for Enrollment Management (VPEM), and their respective divisions. The Executive Assistant will perform diverse, highly responsible, and complex functions that require initiative, good judgement and independent recurring contact with senior administrators, board members, college community and other external partners.
PRINCIPAL DUTIES AND ESSENTIAL FUNCTIONS
Job duties specific to this position:
Coordinates on behalf of the VPFA, VPEM, and their divisions:
Manages the day-to-day administrative affairs of the office. Answers office telephone and greets visitors. Schedule all appointments and other commitments. Provides the VPFA, and VPEM with background information and/or supporting documents in preparation for scheduled appointments, meetings, speaking engagements, conferences, interviews, etc.
Manages the email@example.com inbox and filters inquiries for the VPFA
Compiles, screens, organizes, and prioritizes the mail for daily review. Identifies documents requiring immediate attention and/or action. Forwards documents to appropriate staff or other departments as needed. Drafts responses for the VP's signature.
Responsible for the preparation and submission of invoices and credit card receipts.
Manages registrations for conferences, hotels, transportation as requested.
Makes purchases of office supplies or services in line with College policies.
Coordinates events and meetings for VPFA, AVPF, VPEM, and their divisions.
Serves as a liaison between the VPFA/VPEM and other administrators by relating information and requests.
Researches, gathers materials, prepares agendas and coordinates administrative matters for meetings. Creates and/or updates reports and presentations using Word, Excel, and PowerPoint. Prepares meeting materials and binders, as requested.
Assists the VPFA, VPEM, and AVPF with special projects or ad hoc reporting as needed.
Tracks vacation time for the VPFA, VPEM and their divisions.
Tracks progress of various reports, surveys, filings, and regulatory reporting requirements to ensure the College is meeting all deadlines. Keeps AVPF abreast of any issues.
Assists VPFA with approval of legal invoices and tracks monthly spending.
Maintains paper and electronic copies of a variety of files. Oversees Finance storage areas in collaboration with Finance management to ensure adherence to record retention policy, and optimal utilization of space.
Provides general support to the FA division as needed, or as directed by the VPFA/AVPF.
Provide support in preparation for Board of Trustee (BOT) meetings:
Assists in preparation and distribution of the BOT committee meeting materials.
Coordinates committee meeting logistics.
Responsible for the preparation and distribution of notifications and materials to Committee and resource members.
Manages committee workrooms in BoardEffect trustee engagement platform.
Records and transcribes meeting minutes.
Responsible for the maintenance of committee materials.
Assists in the creation of committee meeting presentations, handouts, and resolutions for review and action.
Files all documentation related to real estate purchases at the College and oversees scanning projects to digitize files.
Manages semiannual payment of applicable real estate taxes.
Manages annual filing of real estate tax exemptions/renewals.
Assist with the administration of affiliate entities.
Manage all Finance Division webpages on the College website, ensuring accurate and clear information.
May be responsible for the hiring, training, and supervising of a student intern.
Serve as backup to support the contracts process in the absence of the Analyst, Operations & Contracts
Job expectations for all Le Moyne College employees:
Demonstrates and role-models all of Le Moyne's mission-based competencies (collaboration, communication, diversity, integrity, leadership and service) in every interaction with all community members and external parties.
Strengthen digital literacy skills through education and the application of digital technologies in order to effectively engage in information gathering, utilization and data management while promoting a security culture.
Supports cura personalis by treating all individuals with dignity, professionalism and kindness.
Promotes cura apostolica by aligning professional goals, objectives, and performance with college's strategic goals.
Demonstrates excellent work attendance, reliability and work ethic.
Attends and actively participates in required meetings and training sessions.
Complies and adheres to all of Le Moyne's established policies, procedures and codes of conduct at all times, including all health and safety requirements and regulations, to promote desired behavior and build awareness.
Must complete all required federal, state, institution and department trainings.
Engages in a planned program of professional development. Continually maintains skills and knowledge relative to the position and technology industry including best practice, evolving operational requirements, and industry trends.
Performs a variety of related duties as assigned.
Diversity, Equity & Inclusion job expectations for all Le Moyne College employees:
Demonstrates commitment to promoting a more diverse, inclusive and equitable work environment by supporting the diversity, equity, and inclusion goals of the employee's unit.
Regularly participates in professional development opportunities to become more aware of DEI issues and to consider ways in which their work can be expanded to honor and incorporate the diversity of our community.
Works to neutralize institutional bias by analyzing the policies and procedures of their unit and making suggestions to remove barriers for historically underserved people.
Promotes open communication across Le Moyne's community in order to create an inclusive environment, and understanding of others backgrounds, ideas, and perspectives.
12 paid holidays (In addition to paid time off the week between Christmas and New Years)
Generous time off package
Pay Range: $25.12 - $27.76/hour
Equal Employment Opportunity
Le Moyne College is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, citizenship & immigration or any other protected characteristic as outlined by federal, state, or local laws.
This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship. Le Moyne makes hiring decisions based solely on qualifications, merit, and business needs at the time.
To apply for this position please go to https://lemoyne.interviewexchange.com/static/clients/448LMM1/index.jsp and click the 'Apply Now' button and submit the required materials for consideration:
* Cover letter outlining your interest in the position * Current resume * Contact information for 3 professional references
A Bachelor's Degree is required and a Master's Degree in higher education, business administration or related field is preferred.
Two years prior experience directly supporting a senior executive position, experience in a college or university setting preferred.
Advanced computer skills in Microsoft Word, Excel, PowerPoint, email and related tools.
Ability to coordinate complex calendar scheduling for individual appointments and group meetings; proficiency with electronic scheduling.
Experience developing PowerPoint presentations and charts/tables; use innovative skills in helping to develop creative and effective displays of complex information.
Mature and professional attitude towards all callers, visitors, stakeholders, vendors and members of the Le Moyne College community.
Excellent interpersonal, communication and organizational skills.
Ability to prioritize and coordinate multiple tasks and carry out all responsibilities with a high degree of accuracy, attention to detail, and with minimal supervision, consulting with others as needed.
Ability to use utmost discretion as it relates to answering questions from various constituencies of the College and access to highly confidential information.
Must be able to work with a high degree of autonomy in a fast paced and complex environment.
Knowledge of and sensitivity to a Catholic and Jesuit work environment.
Le Moyne College, Syracuse, New York, is one of 28 Catholic, Jesuit colleges and universities in the United States, Le Moyne was the first to open as a co-educational institution. Since its founding in 1946, the College has modeled and strengthened the 476-year-old Jesuit tradition. Today, Le Moyne enrolls approximately 2,785 undergraduate and 534 graduate students from 33 states and 35 countries. Our MIssion:Le Moyne College is a diverse learning community that strives for academic excellence in the Catholic and Jesuit tradition through its comprehensive programs rooted in the liberal arts and sciences. Its emphasis is on education of the whole person and on the search for meaning and value as integral parts of the intellectual life. Le Moyne College seeks to prepare its members for leadership and service in their personal and professional lives to promote a more just society.For information about us, please visit http://www.lemoyne.edu.