Assistant to the Vice President of Finance & Administration/CFO

Benefits

Additional Information

Classification Regular Minimum Pay $23.55 Compensation will be commensurate with the level of the position, education, and experience. JOB DESCRIPTION SUMMARY Provides executive-level administrative support to the Vice President for Finance & Administration/CFO and administrative support to the Vice President for Strategic Operations & Initiatives. Coordinates divisional operations including executive scheduling, board agenda administration, insurance administration, contract workflow management, procedure memoranda administration, travel coordination, purchasing activities, and other administrative processes to ensure efficient and effective operations of the Finance & Administration Division. This announcement is active through 6/22/26 at 11:59pm and will no longer be listed as of 6/23/26. ESSENTIAL POSITION FUNCTIONS 1. Provides executive administrative support to the Vice President for Finance & Administration/CFO, including management of confidential information, correspondence, special projects, and day-to-day office operations. 2. Provides administrative support to the Vice President for Strategic Operations & Initiatives, including calendar management, meeting coordination, and scheduling support. 3. Manages and coordinates calendars for the Vice President for Finance & Administration/CFO and the Vice President for Strategic Operations & Initiatives, including scheduling meetings, coordinating room locations, and establishing Microsoft Teams and Zoom meeting links. 4. Supports Directors and departments reporting to the Vice President for Finance & Administration/CFO by coordinating meetings, schedules, and administrative activities as needed. 5. Coordinates travel arrangements for the Vice President for Finance & Administration/CFO and assists Directors with travel planning, registrations, lodging, transportation, and reimbursement documentation. 6. Serves as the departmental Purchasing Card (P-Card) holder and is responsible for conference registrations, membership dues, departmental purchases, and other authorized expenditures. 7. Reconciles monthly Purchasing Card transactions and maintains supporting documentation in accordance with college policies and procedures. 8. Processes requisitions, purchase requests, and orders office supplies and other departmental materials. 9. Coordinates and collects agenda items for regular division meetings, prepares meeting materials, records meeting minutes, and distributes meeting summaries and follow-up items. 10. Coordinates internal events, meetings, employee recognition activities, and celebrations for the Finance & Administration Division. 11. Communicates monthly, quarterly, and special Board of Governors meeting schedules and deadlines to Directors and departments within the division. 12. Collects, reviews, and coordinates Board agenda items for submission to the Vice President for Finance & Administration/CFO and facilitates final submission to the President's Office. 13. Serves as the Finance & Administration Division budget lead, coordinating budget development activities, communicating budget timelines and deadlines, working with Directors to gather and submit budget requests, maintaining supporting budget documentation, and assisting in ensuring divisional budget submissions are completed accurately and timely. 14. Assists with onboarding new employees within the Finance & Administration Division, including coordination of technology access requests, required forms, office setup, welcome materials, and orientation activities. 15. Maintains and updates the Finance & Administration Division's internal website, SharePoint pages, job aids, forms, and related electronic communication resources, ensuring information is current, accurate, and aligned with approved procedures. 16. Maintains the Finance & Administration Division's Procedure Memoranda by coordinating new and revised procedures, routing them to the Vice President for Finance & Administration/CFO for review and approval, and facilitating the annual review process to ensure procedures remain current. 17. Coordinates all insurance renewal applications, working with departments across the College to gather required information, prepare documentation, and submit applications to insurance carriers and brokers. 18. Coordinates insurance carrier site visits, inspections, audits, and on-site reviews, ensuring required documentation and departmental participation. 19. Initiates and submits insurance claims through carrier portals and coordinates the collection of supporting documentation from departments. 20. Maintains insurance records, schedules, certificates, claims documentation, and related reporting files. 21. Administers the contract workflow process by monitoring contract routing, ensuring legal review requirements are met, and tracking contract status throughout the approval process. 22. Prepares approved contracts in DocuSign for routing and approval by the Vice President for Finance & A