Executive Administrative and Accounting Assistant

If you are a current University employee, please use the internal career site to apply for this position.

Job Description

This posting is for a full-time, 12-month, exempt position. This position provides confidential administrative support for the Office of the Vice President for Business Affairs/Treasurer, Financial Services, and Accounting Services. While playing an integral role in the Business Affairs division, this position supports the VPBA directly and serves as the primary point of contact for the VPBA and Business Affairs departments of Accounting & Financial Services. This position answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of internal and external callers and visitors to campus. Independent judgment is required to plan, prioritize and organize diversified workload. This position also acts as the coordinator for all Business Affairs insurance matters.

Essential Functions

This position requires regular, predictable, reliable attendance in the office environment.

• 1. Provides confidential administrative support which includes but is not limited to managing the schedule/calendar; travel arrangements and related reports, preparing related itinerary; screening and handling telephone communications; greeting and directing visitors; managing administrative inquiries as appropriate; attending Board of Trustee committee meetings as assigned and taking committee minutes. Coordinate and schedule meetings of Audit Committee, Investment Committee, and the Business Affairs Committee of the University’s Board of Trustees to include recording, drafting, and distributing meeting agendas and minutes.
• 2. Serves as a primary point of contact and liaison with other offices, individuals, and external institutions to include, but not limited to external auditors, insurance carriers, banks, all levels of University of Findlay personnel, and the Board of Trustees.
• 3. Function as coordinator for all Business Affairs insurance matters. Maintain & track insurance policies, procedures, payments, & claims of The University of Findlay.
• 4. Maintains and coordinates files and required documentation on all University property transactions.
• 5. Serves as Contract Coordinator for university contracts.
• 6. Assist in Accounts Payable workflow process, supplier invoice processing, updates in invoices processing, TIN matching.
• 7. Vendor relationship management, as well as campus communication.
• 8. Ensure all university communications pertaining to student account-related policies and procedures are current and accurate.
• 9. Participate in a wide variety of special projects and compile a variety of special reports.
• 10. Reconcile Monthly Billing
• 11. Assist in the university procurement, procurement card program, and institutional expense reports process (university travel). As well as reconciliations between cost center accounts and procurement
• 12. Assist in the overall operations of student accounts, receivables, and cashiering functions of the university.
• 13. Oversee the Cash to Bank weekly reconciliation process.
• 14. Perform other duties as assigned.

Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Competencies
• 1. Technical Capacity. Strong Excel, Power Point and Word acumen.
• 2. Initiative-taker, Must be able to work and think independently.
• 3. Initiative-taking and solution-seeking.
• 4. Personal Effectiveness/Credibility.
• 5. Thoroughness.
• 6. Collaboration Skills.
• 7. Communication Proficiency.
• 8. Flexibility.

• Supervisory Responsibility
• This position does not have supervisory responsibilities.

• Work Environment
• This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

• Physical Demands
• This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend, or stand, as necessary.

• Position Type and Expected Hours of Work
• This is a full-time 12-month position, and general hours of work and days are Monday through Friday, 8:00 a.m. to 5:00 p.m.

• Travel
• No travel is expected for this position.

• Required Education and Experience
• 1. High school diploma required.
• 2. One year of administrative office experience.
• 3. Strong technical skills, including regular use of Microsoft Office applications.

• Preferred Education and Experience
• 1. An associate degree or a bachelor's degree in business or accounting is preferred.
• 2. Two to three years of administrative office experience preferred.

For optimal consideration of your applicant file, faculty applications must include a cover letter; current Resume or Curriculum Vitae; a statement of teaching philosophy; and the contact information for three professional references with your application. Staff applications must include a current Resume or Curriculum Vitae and cover letter with your application.

The University of Findlay is an Affirmative Action/Equal Opportunity Educator and Employer. It is the university's policy to prohibit discrimination and provide equal opportunity to all employees and applicants for employment, without regard to their race, sex (including gender identity/expression), color, religion, ancestry, national origin, age, disability, veteran status, military or sexual orientation.