"Finance Project Manager/Executive Assistant"

Job Details

This position reports to the CFO. Primary responsibility is to work with the CFO to manage smaller divisional projects as assigned as well as maintain CFO calendar. Supports Financial Analyst/Sr Project Manager on larger projects and research as needed. Works with Financial Analyst team to support account analysis or follow up with divisions as needed. Serves as a point of contact for the Office of the CFO to exercise superior customer service and responsiveness to external and internal inquiries. Coordinates monthly divisional budget meetings and assists with minutes of these meetings. Assists Controller with follow up necessary for timely monthly close procedures. Assist Controller with year end audit as needed. Maintains the day to day activity on Saxon Inn Inc. Works with CFO on compilation of annual insurance renewal documents. Assists CFO and Financial Analyst/Sr Project Manager with preparation of board materials and acts as liaison with the President’s Office. Responsible for working with event coordinators to obtain liquor permits and facility/service contracts.

Rate: $24.49-$25.89, 35 hours per week

Essential Functions

• Develops and maintains project timelines and task assignments, monitors and records progress and milestones
• Assists CFO and Financial Analyst team with journal entries and budget adjustments
• Assists in the preparation of Board related communications and meeting prep for four (4) Committees: Audit, Investment, Finance, Facilities & Grounds
• Ensures board committee packets are forwarded to the President’s Office in a timely manner
• Maintains the day-to-day activities of Saxon Inn Inc. – filing for special permits, processing annual license renewals, annual inventory count
• Prepare insurance renewal documents
• Organize and create files, managing filing system both electronic and in paper form. Manage the record retention/policy retention procedures
• Prepare facility or event contracts for signature by CFO; manage requests, mailings and submissions of signed documents
• Field general requests for Certificates of Insurance and issue accordingly
• Assists the Controller with the year end audit workpapers. Works with the university attorneys and CFO to gather, execute, and maintain legal documents
• Ensures superior customer service to all constituents

Other Duties & Responsibilities

• Cross-train with Business Office positions to function as backup and other duties as assigned
• Project implementation for specific projects as assigned.
• Reconcile Business & Finance credit card: approval of all charges, attaching receipts to statements electronically and submitting
• Maintain official divisional organizational chart; update and distribute as necessary
• Other duties as assigned
• Supports and assists in creating intersections for faculty, staff and students that will assist in transforming people’s lives
• Supports and assists in creating an evolving culture of mentoring and rich engagement opportunities for faculty, staff, and students
• Maintains a commitment to diversity, equity and inclusion and a high degree of cultural competence and respect for a wide range of identities and experiences, therefore welcoming and supporting all faculty, staff and students and expanding access to the AU experience
• Maintains a safe working environment within and around their facilities and associated equipment and supplies including, but not limited to, obtaining Safety Data Sheet (SDS) information pertaining to any hazards associated with their work environment
• Participates in all required assigned training, including safety training and will comply with safety rules, regulations, and protocols

Qualifications-Education & Experience, Knowledge, Skills & Abilities

Formal Education:
Bachelor’s Degree in Accounting/Business Administration or equivalent education and experience is required

Experience:
2 years of accounting and/or project management experience required. Experience working with higher education or nonprofit preferred

Knowledge:
A working functional knowledge of Accounting and ERP Systems such as STC Banner
Demonstrated knowledge of Accounting Principles (GAAP) and Procedures
Working knowledge (education or work-related experience) of Project Management methodology and/or Business Process Analysis is essential
A working functional knowledge of Project Management Software such as Asana
Advanced Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint)

Physical Demands & Work Environment
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

About Alfred University

Lighting the way for students since 1836. “We've always been a place for makers, especially those who make the future. Our commitment to independent thinking, creativity, academic rigor and community have made us a unique kind of leader since 1836.”

Alfred University (AU) was founded on principles of social justice in 1836... (truncated for brevity, full details in original)