"Executive Assistant, Vice President of Finance and Administration"

Job Details

Job Location

NDNU Campus - Belmont, CA

Position Type

Full Time

Salary Range

$65,000.00 - $75,000.00 Salary

Job Category

Admin - Clerical

POSITION TITLE:     Executive Assistant, Vice President of Finance and Administration

DEPARTMENT:         Finance and Administration

WORK LOCATION:   Hybrid

REPORTS TO:             Vice President for Finance and Administration (VPFA) & Chief Financial Officer (CFO)

FLSA STATUS:            Exempt, Full-time

SALARY:                        $65,000 - $75,000/annual

REPORTS TO:             Vice President for Finance and Administration

STATUS:                        Full-time, Exempt

GENERAL DESCRIPTION: 

Provides administrative support (confidential/non-confidential) to the Finance and Administration division. Processes include board committee minutes, budget and research data input and report generation, scheduling appointments, assisting with rentals, research projects, and miscellaneous support or analytical tasks.

ESSENTIAL FUNCTIONS include, but are limited to:

Committee Support:

• Provides analytical support to Administration
• Maintains all official electronic and paper records related to planning and budgeting, including committee membership lists, committee reports, and correspondence.
• Draft documents related to the strategic plan and Planning and Budgeting Committee (i.e. proposals, memos, and contracts)
• Coordinates research projects and budget processes.
• Data input and retrieval and preparing documents
• Organizes and archives research reports and supporting documents.
• As needed, represents the Division at university-related campus meetings/committees

Communications:

Serves as the central communications point for all written and electronic correspondence and communication related to the planning and budgeting processes.

• Coordinates written, e-mail, and phone correspondence among committee members, the campus community, or external consultants.
• Prepares visual support for presentations (charts and graphs, PowerPoint, etc.)

Budget Development and Compliance:

• As directed by the Vice President for Administration, assists with budget development, financial planning, and forecasting, and assists with budget compliance and variance reporting.

Data Input, Retrieval, Manipulation, and Analysis:

• Work with budget and research data and reports as directed by committee chairs or Senior Administrators.

Office Management and Support:

• Process mail
• Perform copying, faxing, and other general office duties
• Organize and maintain files
• Process financial paperwork and designate accounts to which purchases/expenses should be charged
• Manages processing invoices, expense tracking, and certain areas of the finance budget
• Responsible for ordering and maintaining the general office supplies, including staff business cards, nameplates, and name badges
• Attends and records minutes for required meetings
• Documents minutes for all meetings chaired by CFO or other Directors in Division
• Other duties assigned by the VFA/CFO

Other:

• Assists with special projects as directed by the VFA/CFO.

EXPERIENCE, TRAINING, AND EDUCATION

Any combination of experience and training that would provide the required knowledge and abilities in qualifying. A typical way to obtain the knowledge, skills, and abilities would be:

Experience:

• Minimum of 3 years administrative or analytical experience; higher education experience preferred
• Budgeting experience preferred

Knowledge, Skills, and Ability:

• Excellent Organizational skills and attention to detail
• Excellent oral and written communication skills
• Computer proficiency including MS Office (Word, Excel, Access, PowerPoint)
• Good quantitative and data analysis skills.
• Good interpersonal skills
• Ability to work well with staff, faculty, and students
• Ability to follow through and meet deadlines

Training/Education:

• Bachelor’s degree preferred

APPLICATION PROCEDURES:

NDNU is committed to providing an educational environment that supports a diverse student population. All completed applications will be carefully reviewed. Please upload a cover letter and resume. In your cover letter, express interest and outline your qualifications. Please also include any information about your experience(s) working in a fast-paced, multi-tasking environment and what qualities you would bring to support this commitment to inclusive excellence at NDNU.

​​​​​​​Founded in 1851, Notre Dame de Namur University (NDNU) is a dynamic institution whose reputation for excellence and commitment to the development of the whole person comes from its heritage as a Catholic institution founded by the Sisters of Notre Dame de Namur. Our faculty is committed to carrying out these core values throughout the curriculum.

For over 170 years, NDNU has served students not traditionally represented in higher education. NDNU is a fully accredited master’s university. NDNU is both a Hispanic Serving Institution (HSI) and Asian American Native American Pacific Islander Serving Institution (AANAPISI), and we enroll a significant number of first-generation students. NDNU serves a diverse student body from various backgrounds and experiences and actively commits itself to educational access for all students.