"Executive Assistant to the Vice President for Administration & Finance"

Job Description

Founded in 1835, State University of New York (SUNY) Brockport is an exceptional regional comprehensive public university that offers high-quality undergraduate and graduate degree programs in the arts, business, education, health, humanities, social sciences, and STEM. The University's curriculum is grounded in the liberal arts and sciences and emphasizes experiential learning.

SUNY Brockport has a strong commitment to equity, diversity, and inclusion. We are committed to creating a diverse environment and are proud to be an affirmative action equal opportunity employer. We welcome individuality and encourage you to utilize your unique talents and bring your skills as we collaboratively strive to build meaningful lives and vibrant communities.

Summary

SUNY Brockport is accepting applications for an Executive Assistant to the Vice President for Administration and Finance (VPAF). The Executive Assistant to the Vice President for Administration and Finance serves in a confidential and highly sensitive capacity as a member of the VPAF's support team. The incumbent is required to process sensitive and confidential information that is delivered to and produced by the Office of the Vice President, including, but not limited to: personnel decisions, legal affairs, SUNY-wide and campus-specific financial information, and student information. Further, the Executive Assistant to the VPAF is responsible for maintaining confidentiality of all records and provides advice and consultation to the VPAF, as requested, on matters affecting the VPAF's office and the Administration and Finance (A&F) Division as a whole.

The Executive Assistant to the VPAF will frequently interact on behalf of the VPAF with the campus community as well as many external constituencies. The incumbent is responsible for coordinating projects and activities within the A&F Division, monitoring progress on divisional objectives, compiling and interpreting reports, serving as informational liaison for the VPAF to his direct reports, and coordinating joint projects between the VPAF's Office and the other divisions with the University.

The Executive Assistant to the VPAF will manage a highly visible office, serving as liaison to the division, the campus, and the public, and will independently handle a variety of inquiries and situations. In addition, the Executive Assistant to the VPAF will provide high-quality support to members of the President's Cabinet and their assistants, as needed.

Job Functions

Office Operations & Workflow

• Maintains the VPAF's calendar for meetings, appointments, and project due dates
• Prepares, reviews, and sends clear, accurate, and timely correspondence for the VPAF, the division, and/or the University via email, and other University instruments, as appropriate
• Reviews personnel documents for completeness that are submitted to the VPAF for action
• Processes travel vouchers for documentation and reimbursement
• Monitors and reviews all incoming mail for the VPAF
• Researches highly sensitive matters to provide information to senior campus officers, and state and local government officials
• Maintains the VPAF Office files, both electronic and hard-copy, as well as workflow and processes
• Reviews, streamlines, and enhances all business process functions of the Office of the VPAF
• Triages and prioritizes requests for the VPAF to participate in a myriad of on/off-campus functions
• Prepares and/or proofs presentations for the VPAF
• Works as part of the administrative support team to the President, Provost, and Vice Presidents, which includes providing administrative support coverage when other administrative support personnel are unavailable, as well as greeting/directing guests, as needed

Budget

• Actively participates in the budget planning process
• Manages and coordinates the budget activity for the Office of the VPAF's accounts and multiple purchasing/travel/expense cards
• Monitors and reconciles expenditures from various VPAF State and Brockport Auxiliary Services Corporation (BASC) accounts
• Assists the VPAF during semi-annual Budget Town Halls

A&F Division Activities

• Coordinates, compiles, and produces monthly A&F Division Newsletter
• Organizes and oversees semi-annual division meetings for day and night staff
• Tracks and follows-up on tasks assigned to the VPAF's direct reports
• Organizes activities of the A&F Division and its Leadership Team, assisting with higher level, sensitive situations that are not appropriate for clerical staff within the distinct departments of the Division
• Maintains confidential personnel records for all Management Confidential (M/C) employees in the A&F Division

Committees and Internal Division Group Meetings

• Provides administrative support for numerous campus-wide committees assigned to the VPAF, as well as internal division group meetings, to ensure that required deliverables are achieved. This includes scheduling meetings, preparing and distributing agendas, attending all meetings to actively support the VPAF while taking notes and providing materials on-screen, distribution of meeting notes and follow-up on action items, ongoing required data collection, maintaining committee-specific tracking spreadsheets and documents, and updating committee webpages

Policies, Procedures, and Confidential Matters

• Coordinates and tracks the processing and publishing of all new and revised (or removal of withdrawn) University-wide policies, including assisting with drafts to ensure they are complete and appropriate, as well as providing additional detail for Cabinet review and responding to University-wide feedback
• Responds to questions concerning programs and policies, and contacts the appropriate personnel for more detailed information, as needed
• Researches and coordinates confidential and highly sensitive data and information needed for required internal reports, as well as external reports to SUNY and other external agencies

Requirements

Minimum Qualifications

• Associate's degree and four years of administrative support experience or a high school diploma and six years of administrative support experience
• Extensive knowledge of office management and administrative assistant practices and procedures
• Advanced Microsoft Office Suite skills
• Ability to appropriately prioritize duties and maintain budget accounts
• Ability to work independently with minimal supervision
• Ability to communicate with diplomacy and tact
• Excellent analytical and research skills
• Excellent oral and written communication skills

Preferred Qualifications

• Executive level administrative support experience
• Web management software experience

Additional Information

Work Schedule: 37.5 hours/week: Monday-Friday, 8 am-4 pm

Benefits: This position is benefits eligible. Find out more about benefits at Careers@Brockport.

Application Instructions: This position is not eligible for visa sponsorship. Visit jobs.hr.brockport.edu to complete an application including your cover letter that addresses required and preferred qualifications, resume/CV, and contact information for three professional references.