Senior Administrative Assistant

Job Details

Senior Administrative Assistant

Under the direction of the Vice President of Administration and Finance (VPA&F), the Senior Administrative Assistant provides high-level administrative support to the VPA&F by conducting research, preparing reports, handling information requests and performing a wide variety of administrative duties such as preparing correspondence, receiving visitors, arranging conference calls and scheduling meetings and travel. This position also provides administrative support to the College's General Counsel.

Essential Functions:

1. Office Administration

• Responsible for managing the calendar of the VPA&F, scheduling and preparing for meetings (including travel and logistics) while interacting with a broad range of internal and external constituents.
• Works closely with the assistant to the President and with the Senior Administrative Assistants to the other members of the College's Executive and senior leadership team.
• Works independently on special projects for the VPA&F Associate Vice President of Finance for Student Financial Services and Director of Finance, which involve data gathering, research and analysis
• Tracks, processes and files correspondence including approvals and signatures
• Provide administrative support on legal matters to the General Counsel, which include transcribing dictation;
• Monitors budgets including approvals and signatures
• Serves as the office manager and helps ensure that the VPA&F and other office staff members are organized and working effectively and efficiently.
• Ensures the office remains ahead of deadlines
• Maintains the office filing systems (both paper and electronic)
• Assists VPA&F , Director of Finance and Controller in Audit preparation, Tax filings, Financial Statement distribution and Bond Compliance.
• Prepare reports, presentations, memos, and assist with departmental mailings as assigned by the VPA&F ;
• Research and prepare documentation for scheduled meetings and appointments as appropriate, prepare agenda for review as directed, ensure all meeting materials are in order.
• Performs basic accounting functions such as general ledger reconciliations.
• Maintains a high level of confidentiality of all office files, information, activities, contracts and professionalism.

Additional Functions:

• Perform other duties as assigned by supervisor or his/her designee.
• Respects and maintains confidentiality, parameters of operation, professional protocols, and individual privacy.