"Assistant to the Vice President of Finance and Administration/COO"

Role Overview

The Assistant to the Vice President of Finance and Administration/COO provides high-level administrative and operational support to ensure the efficient functioning of the Business Office. This position requires strong knowledge of institutional policies, GAAP, auditing, budgeting, finance, purchasing, risk management, inventory control, and effective communication. The role reports directly to the Vice President of Finance and Administration.

Qualifications

• Master’s degree in Management, Finance, Accounting, or related field (minimum 15 graduate accounting credit hours) with at least six years of progressive financial experience.
• Preferred experience in higher education finance and technology functions.
• Familiarity with Jenzabar EX and accounting software.
• Expertise in banking, cash management, and compliance with federal and state regulations.
• Strong organizational, planning, and prioritization skills.
• Ability to work independently and manage multiple projects.
• Excellent oral and written communication skills.

Core Responsibilities

• Support daily operations of the Business Office and assist the VP in resolving issues.
• Prepare and submit local, state, and federal reports.
• Maintain institutional records, including budgets, contracts, inventories, and purchase requisitions.
• Manage purchase orders for utilities, capital projects, property, risk management, and fleet.
• Develop computerized forms and compose routine correspondence.
• Ensure professional and courteous interactions with all stakeholders.
• Identifying and mitigating financial risks
• Overseeing financial reporting, budgeting, and financial control processes
• Assist with the completion of local, state, and federal reports (to include IPEDS and Audits)
• Provide leadership and management oversight for the following functions of the University and its affiliates including all grants and contracts: accounting, budget, grants accounting, sponsored programs, procurement, and accounts payable and fixed assets.
• Manage the University’s operating cash and short-term investments and work closely with Vice President for Financial Affairs to develop and enhance banking relationships.
• Provide oversight of pre- and post-award sponsored programs administration and monitoring of grant award, grant draw-downs and other grant reporting and reconciliation functions and ensures compliance with terms and conditions of awarded grants.
• Provide oversight of budgets, operating variances and development of remedial action plans with responsible managers.
• Provide overall supervision, coaching and training to the Business Office staff, including evaluation of performance in relation to strategic goals and promote accountability and proper stewardship of all University funds
• Perform additional duties as assigned.