Assistant to the VP of Finance/Treasurer and the VP & General Counsel/Secretary
Hobart and William Smith Colleges
Location: Geneva, New York
Internal Number: 4987954
Assistant to the VP of Finance/Treasurer and the VP & General Counsel/Secretary Hobart William Smith Colleges
Location: Geneva, NY Open Date: Feb 01, 2024
Description The Assistant provides office, administrative, and paralegal support to the VP of Finance and the VP & General Counsel/Secretary to the Board of Trustees. The position requires the highest degree of confidentiality given the sensitive nature of information handled in the office as well as a high degree of emotional intelligence, professionalism, and attention to detail. The position is a key part of the administrative support team in Coxe Hall working collaboratively with the Assistant to the President, Assistant to the Provost, and other key staff to support the administrative workings of the Colleges.
This Assistant's role is vital for the smooth running of the Finance Office, Board of Trustees' meetings, the Office of General Counsel, and Coxe Hall more generally. This position will be a key partner in supporting the governance, legal, financial, risk, and insurance functions of the institution.
Interacting professionally with and handling confidential information related to a wide variety of internal and external constituents.
Maintaining the utmost confidentiality with respect to the Colleges' personnel, operations and capital matters.
Prioritizing incoming correspondence, researching issues, and preparing draft correspondence.
Processing routine transactions, support on legal matters, and insurance related matters under the direction of the VP and General Counsel/Secretary to the Board and VP for Finance/CFO.
Supporting the VP and General Counsel/Secretary to the Board at Board of Trustee meetings including tracking attendance, tracking term limits of trustees, drafting minutes, maintaining bylaws and corporate records, obtaining and organizing materials using BoardPaq software, coordinating logistics.
At the direction of the VP and General Counsel/Secretary to the Board, support the administration of required annual processes such as conflict of interest disclosure forms, Board meeting evaluation surveys, Board and Trustee self-evaluations, and other governance processes and documents required by law or policy/practice.
Supporting the work of committees of the Board of Trustees by scheduling meetings, preparing and circulating materials, drafting minutes, and the like.
Maintaining and managing the Colleges' property files, annual tax exemption process, and contract records.
Maintaining calendars and ordering office supplies; scheduling meetings, conference calls, and appointments; and making catering and/or travel arrangements, as requested.
Tracking and processing various documents related to legal services, insurance claims and coverage, property taxes and exemptions, and endowment investments.
Fielding telephone calls, receiving and directing visitors, use of various technology tools, processing incoming and outgoing mail, and filing and archiving permanent records. The position is also responsible for processing insurance claims, preparing annual insurance renewal applications, and coordinating logistics and compiling materials associated with all Board of Trustees and related committee meetings.
Other responsibilities and duties as assigned.
This is a full-time, 12-month, benefits-eligible administrative position. Normal hours of work are 8:30 a.m. to 5:00 p.m. Monday through Friday but some additional work is required on Saturdays in conjunction with three Board of Trustees' meetings a year as well as some after normal weekday hours in preparation for Board of Trustee meetings or other projects. Salary is $58,550 annually.
Qualifications Associates degree plus at least 5 years experience in general administrative, legal, financial, governance, or insurance related roles. Must have strong organizational and time management skills and the ability to communicate effectively. Must be able to work well under pressure, set priorities to meet established deadlines, and handle multiple tasks concurrently. Experience with minute taking, claim processing, and coordinating complex meetings is preferred. Proficiency in Word and Excel is required along with experience using, or willingness to learn, PowerPoint and BoardPaq. Ability to work with extremely sensitive information and maintain strict confidentiality. Must be able to work with this sensitive information and disclose it only on a need to know basis. A certified N. Y. State notary public or willingness to gain certificate within 6 months.
Hobart and William Smith Colleges are committed to providing a non-discriminatory and harassment-free educational, living and working environment for all members of the HWS community, including students, faculty, staff, volunteers, and visitors. HWS prohibits discrimination and harassment in their programs and activities on the basis of age, color, disability, domestic violence victim status, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, veteran status, or any other status protected under the law. Discrimination on the basis of sex includes sexual harassment, sexual violence, sexual assault, and other forms of sexual misconduct including stalking and intimate partner violence, and gender-based harassment that does not involve conduct of a sexual nature.
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Hobart and William Smith Colleges are a future-focused liberal arts and sciences institution led by a faculty of accessible teacher/scholars known for the impact of their research and distinguished by the depth of their mentorship. Founded as two institutions - Hobart for men and William Smith for women - today's Colleges enjoy the exponential benefits of shared resources and combined spirit. Both maintain their own traditions, deans and athletic programs but together share a single administration, faculty, campus and curriculum. Located in Geneva, N.Y., a small, diverse city in the Finger Lakes Region of New York, the Colleges have an enrollment of approximately 1,800 students, and offer undergraduate, pre-professional and graduate programs. Students complement broad, interdisciplinary study with hands-on learning experiences made possible by a constellation of centers for experience, action and thought.