"Manager, Finance & Administration AS9881"

Manager, Finance & Administration AS9881

Company: Stetson University

Job Location:

Category: Business and Financial Services

Type: Full-Time

Salary: Depends on Qualifications

Location: DeLand, FL

Job Type: Full-Time Staff

Job Number: 202500096

Division: Finance & Administration | Finance

Department: V.P. for Finance

Closing Date: Continuous

Job Description

The Manager, Finance & Administration supports Stetson University by serving as the primary point of contact for both internal and external stakeholders on all matters related to the Office of the Vice President for Finance (VPF)/Chief Financial Officer (CFO). Serving as a member of the Finance and Administration Leadership Team, this role supports the direction and vision of the VPF/CFO. In alignment with Stetson's Strategic Priorities (Download PDF reader), the Manager, Finance & Administration will help lead the University on its path to financial sustainability through providing leadership initiatives and enhanced operational excellence.

The Manager, Finance & Administration plays a critical role in advancing Stetson University's mission by helping ensure the effective, ethical, and responsible stewardship of the University's financial and administrative resources. Through high-level administrative coordination, the position enables the CFO along with the Finance & Administration division to operate efficiently, transparently, and in alignment with institutional priorities.

Essential Job Functions and Responsibilities: Employment duties include, but are not limited to:

Executive & Administrative Support

• Manage the VPF/CFO's calendar and meeting logistics
• Draft and format routine correspondence on behalf of the VPF/CFO
• Schedule and prepare leadership team meeting agendas and materials
• Schedule and coordinate all aspects of leadership team retreats
• Communicate with Division leadership as directed by the VPF/CFO
• Maintain operational continuity within the VPF/CFO's office
• Obtain VPF/CFO's signature as needed
• Coordinate communications between Finance & Administration and campus offices
• Ensure confidential and sensitive records are handled appropriately
• Special Projects as directed by the VPF/CFO

Board & Committee Coordination

• Coordinate logistics and materials for Board of Trustees and committee meetings involving the VPF/CFO
• Routinely communicate with Board Committee chairs
• Collect, format, and distribute reports and presentations according to Board timelines
• Upload board materials to board management platform (OnBoard)
• Maintain official records of meeting materials and approved actions
• Serve as the administrative point of contact for Board-related scheduling and submissions

Division Support

• Assist with documentation related to audits
• Process routine financial approvals and documentation as directed, i.e., invoice processing
• Support onboarding and offboarding logistics for Finance & Administration staff
• Provide administrative coverage and coordination as needed
• Assist with maintaining financial and administrative policies and procedures
• Provide administrative support for Administrative Council meetings

Contract & Document Processing

• Route contracts and agreements for review and signature per established workflows
• Track contract status and maintain executed agreements in designated repositories
• Ensure required forms and supporting documentation are complete

Required Knowledge, Skills, and Abilities:

The knowledge, skills, and abilities for this role include:

• Knowledge of general administrative and office management practices
• Knowledge of basic financial and budget terminology and processes
• Knowledge of board and committee support procedures, including meeting preparation and records management
• Knowledge of document management and records retention practices
• Knowledge of confidentiality requirements and professional standards for handling sensitive information
• Working knowledge of Microsoft 365 (Word, Excel, PowerPoint, Outlook, Teams, Outlook Calendar SharePoint, OneDrive), Adobe, Zoom, OnBoard, Dynamic Forms, Banner, and BDM
• Exceptional written and verbal communication skills appropriate for executive level interaction
• Strong organizational and time-management skills with the ability to manage multiple priorities and deadlines
• Attention to detail in preparing, formatting, and reviewing documents and correspondence
• Ability to coordinate meetings, materials, and logistics efficiently
• Skill in maintaining accurate records and tracking action items
• Proficiency in office productivity tools and the ability to learn institution-specific systems
• Interpersonal skills necessary to work professionally with faculty, staff, administrators, and external stakeholders
• Ability to maintain confidentiality and exercise discretion in all matters
• Ability to prioritize work and adjust to changing demands
• Ability to follow established policies, procedures, and workflows
• Ability to work independently and proactively within defined guidelines
• Ability to identify issues requiring escalation and route them appropriately
• Ability to communicate clearly and professionally in person, by phone, and in writing
• Ability to support executive decision-making by providing timely and accurate information

Required Qualifications:

This position requires:

• Associate's degree or equivalent combination of education, training, and relevant experience
• 3-5 years of progressively responsible administrative or executive support experience
• Demonstrated experience supporting senior leadership (executive, vice president, dean, or equivalent) in a complex organization
• Experience coordinating meetings, calendars, documents, and communications
• Experience handling confidential and sensitive information with discretion

Ideal Candidate Qualifications:

The ideal candidate for the Manager, Finance & Administration at Stetson University is a highly organized and dependable professional with experience providing executive-level administrative support in a complex organization. The successful candidate demonstrates strong communication skills, sound judgment, and the ability to manage multiple priorities while maintaining confidentiality and attention to detail. They are comfortable coordinating meetings, preparing documents, supporting governance and administrative processes, and working collaboratively with a wide range of campus and external stakeholders. A commitment to professionalism, discretion, and service excellence is essential.

• Bachelor's degree in business administration, or equivalent
• Experience in higher education, nonprofit, or similarly regulated environments
• Experience supporting finance, administration, or operations functions
• Experience assisting with Board or committee meeting preparation
• Familiarity with office systems and enterprise platforms (e.g., Microsoft 365 or similar)

Work Environment:

Hybrid work location available, at the discretion of the supervisor. Flexibility to work outside of regular office hours, and some travel may be required.

Pay Grade: 8

Work authorization sponsorship may be available for this position. However, sponsorship is contingent upon the non-applicability of the visa petition fees outlined in the relevant Executive Order signed September 19, 2025. Due to the recent federally-mandated increased financial expense, the university is not in a position to absorb this significantly increased cost of sponsorship for new H-1B petitions at this time. International candidates are encouraged to apply, but should be aware that eligibility for sponsorship will be evaluated in accordance with current U.S. immigration regulations and institutional policies.

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