Vice President for Finance and Treasurer of the College
Seated Employee
Employee First Name
Employee Last Name
Job Summary
In three to five sentences, please briefly describe the job’s primary purpose to the department.
Job Summary
This Administrative Assistant position provides key administrative and analytical support to the Vice President for Finance and the Treasurer’s team. The Assistant is expected to provide excellent coordination, communications, analytical, and logistics support to enhance the VP’s productivity. The Assistant must be able to gracefully and confidentially handle inquiries and route them to the appropriate parties; manage meeting/event scheduling and planning; gather and report data; and address special projects and tasks, as assigned. The Assistant’s work requires tact, discretion, customer service, a collaborative spirit, an ability to prioritize, critical judgment, and a sense of efficiency, as well as excellent speaking, writing, and analytical skills. Many of the Assistant’s tasks require adherence to the highest standards of confidentiality. The Assistant reports to and works on a daily basis with the Vice President, and also provides logistics and analytical support to members of the Treasurer’s team. The Assistant is expected to develop a thorough understanding of the Vice President’s preferences, responsibilities, business cycles, and methods. The Assistant must also be well-versed in the College’s mission, policies, procedures, and responsible persons at all levels of the organization.
Position Summary Information
Select the level of education needed to successfully accomplish the essential duties of this job.
High school diploma or general education degree (GED)
If a specific degree, certification, license, or registration is necessary, please list.
Requires a minimum of five years of executive level experience or an equivalent combination of higher education and experience.
Select the level of experience needed to successfully start the position and accomplish the essential duties of this job.
Five years or more
Preferred Qualifications
FLSA Category
Non-Exempt
Staff/Faculty
Staff
Employment Status
Employment Category
Essential Staff (emergency situations)?
No
On-Call?
Essential Responsibilities
List the job’s most important responsibilities. There are probably no more than six of these. Also indicate the approximate percent of time spent on each job function. (Note: Do not record how the job responsibilities are carried out.)
Essential Responsibility percentage of time needs to equal 100%
Responsibility
CALENDARING, TRAVEL, and ORGANIZATION
- Manage the Vice President’s calendar, including scheduling appointments and coordinating requests for meetings. - Make travel arrangements, as needed. - Assist with preparation of monthly credit card statements, travel vouchers, and expense reimbursement requests. - Track critical dates and deadlines to ensure compliance with regulations, timely reporting, attentive project management, and effective follow-up. - Maintain accurate paper and electronic records. Assist Vice President with file and binder creation and upkeep. - Establish and maintain highly confidential files and records, including those related to budget management and compensation information. - Manage the flow of mail and documents to the Vice President for review and/or signature. - Compose, edit and distribute e-mail and hard copy correspondence, as authorized, on behalf of the Vice President. - Field inquiries from on- and off-campus constituents and serve as the first point of service. - Coordinate with the Investment office to provide effective reception service, office equipment maintenance, and supply procurement.
Percentage Of Time
45
Responsibility
MEETINGS and MATERIALS
- Manage the logistics for meetings of campus committees and task forces led by the Vice President, as well as Treasurer’s team meetings. Responsibilities include scheduling the events, arranging room reservations and refreshments, confirming AV capabilities, coordinating with guests and external participants, and setting up conference call and remote web access. - Assist with preparation of materials for Board, Board committees, and campus committees and task forces. - Organize and distribute meeting materials. Where appropriate, post materials to SharePoint sites. - Record and draft meeting minutes, as requested, for committees and task forces led by the Vice President.
Percentage Of Time
30
Responsibility
TECHNICAL and ANALYTICAL
- Apply proficient Microsoft Office user skills to assist the Vice President and Accounting with preparation of sophisticated PPT presentations, Excel spreadsheets and graphs, Word documents, and other tasks, as assigned. - Effectively employ internet resources to research peer college metrics, practices, policies, etc. - Maintain the SharePoint sites for committees and task forces led by the Vice President. - Monitor the Treasurer’s budgets and track actual vs. budget status. Review expenditures and coordinate with Accounting and the Vice President to question and/or transfer miscoded charges. - Participate in Treasurer team discussions defining department objectives and priorities. Update progress reports quarterly.
Percentage Of Time
15
Responsibility
Other duties as requested
Percentage Of Time
10
General Responsibilities
General Responsibilities
(1) Maintain regular attendance in accordance with department policy.
(2) Comply with all safety policies, practices and procedures. Report all unsafe activities to supervisor and/or Human Resources.
(3) Understand and comply with the policies of the College Staff Handbook.
(4) Demonstrate commitment to customer service. Establish effective relationships with internal and external customers and respond to their needs.
(5) Perform duties as a team member in a manner supportive of department and College procedures, policies and goals.
(6) Protect confidentiality of College information.
(7) Provide leadership to others through example and sharing of knowledge/skill.
(8) Communicate with others in a courteous and helpful manner.
(9) May be asked to fill positions considered essential during weather emergencies or other events requiring special staffing.
(10) Perform other duties as assigned.
Supervisory Responsibilities
Does this job have supervisory responsibilities?
No
If yes, then check all that are supervised by this position.
Supervise Student Staff
No
If you supervise student staff, enter approximately how many and the total hours? (e.g., 2 students/XX hours)
Supervise Non-Exempt Staff
No
If you supervise non-exempt staff please enter the number.
Supervise Exempt Staff
No
If you supervise exempt staff please enter the number.
Select the level of supervision that this position provides.
Supervision Received
Select the level of supervision that this position receives from their supervisor.
Direction: receive guidance with respect to general objectives; in the majority of tasks and projects assigned, determine methods, work sequence, scheduling, and how to achieve objectives of assignments; operate within specific policy guidelines.
Computer Operations
Please check one of the following
Demonstrated use of intermediate computer operations (relational databases, and operating systems) and intermediate software packages (word processing, spreadsheet, graphics, etc.)
Travel
Please check one of the following
No travel required.
Essential Function Analysis
Accurate identification of essential and marginal functions and the time required is important for making a variety of personnel decisions, including recruitment, hiring, performance evaluation, discipline, training and accommodation. The analysis explains the components of the job by identifying who, what, why, how much, and when.
Essential functions are those functions that individual must be able to perform either unaided or with the assistance of a reasonable accommodation. A job function may be considered essential if it meets one of the following criteria:
the position exists for performance of the function;
a limited number of employees can perform the function, and it, therefore cannot be reassigned;
the function is specialized and requires certain expertise to perform it.
Many jobs will also have marginal functions. Marginal functions are those that may be performed by the position but are not tasks critical to job success, can be completed in a number of ways by a variety of people, and are not the primary functions for which the position exists.
Mental/Cognitive Requirements
How much on-the-job time is spent in the following mental/cognitive activities? Show the amount of time by checking the appropriate boxes below.
Essential Responsibility percentage of time needs to equal 100%
- Make travel arrangements, as needed.
- Assist with preparation of monthly credit card statements, travel vouchers, and expense reimbursement requests.
- Track critical dates and deadlines to ensure compliance with regulations, timely reporting, attentive project management, and effective follow-up.
- Maintain accurate paper and electronic records. Assist Vice President with file and binder creation and upkeep.
- Establish and maintain highly confidential files and records, including those related to budget management and compensation information.
- Manage the flow of mail and documents to the Vice President for review and/or signature.
- Compose, edit and distribute e-mail and hard copy correspondence, as authorized, on behalf of the Vice President.
- Field inquiries from on- and off-campus constituents and serve as the first point of service.
- Coordinate with the Investment office to provide effective reception service, office equipment maintenance, and supply procurement.
- Assist with preparation of materials for Board, Board committees, and campus committees and task forces.
- Organize and distribute meeting materials. Where appropriate, post materials to SharePoint sites.
- Record and draft meeting minutes, as requested, for committees and task forces led by the Vice President.
- Effectively employ internet resources to research peer college metrics, practices, policies, etc.
- Maintain the SharePoint sites for committees and task forces led by the Vice President.
- Monitor the Treasurer’s budgets and track actual vs. budget status. Review expenditures and coordinate with Accounting and the Vice President to question and/or transfer miscoded charges.
- Participate in Treasurer team discussions defining department objectives and priorities. Update progress reports quarterly.
(2) Comply with all safety policies, practices and procedures. Report all unsafe activities to supervisor and/or Human Resources.
(3) Understand and comply with the policies of the College Staff Handbook.
(4) Demonstrate commitment to customer service. Establish effective relationships with internal and external customers and respond to their needs.
(5) Perform duties as a team member in a manner supportive of department and College procedures, policies and goals.
(6) Protect confidentiality of College information.
(7) Provide leadership to others through example and sharing of knowledge/skill.
(8) Communicate with others in a courteous and helpful manner.
(9) May be asked to fill positions considered essential during weather emergencies or other events requiring special staffing.
(10) Perform other duties as assigned.
Essential functions are those functions that individual must be able to perform either unaided or with the assistance of a reasonable accommodation. A job function may be considered essential if it meets one of the following criteria:
-
the position exists for performance of the function;
-
a limited number of employees can perform the function, and it, therefore cannot be reassigned;
-
the function is specialized and requires certain expertise to perform it.
Many jobs will also have marginal functions. Marginal functions are those that may be performed by the position but are not tasks critical to job success, can be completed in a number of ways by a variety of people, and are not the primary functions for which the position exists.No documents have been attached.