Coordinator and Administrative Assistant for the Vice President for Finance and Administration

1 month ago

Norton, United States Wheaton College (MA) Full time
Posting Details

Posting Number:

Position Title: Coordinator and Administrative Assistant for the Vice President for Finance and Administration

FLSA: Non-Exempt

Job Type: Full-Time

Staff Term: 12 Months

Staff Work Schedule (hours/dates): Monday-Friday 8:30am-4:30pm

Academic Year Schedule (dates):

Faculty Term:

Position Type: Staff

Department: V.P. Fin/Ops

Job Summary/Basic Function:
The Coordinator and Administrative Assistant for the Vice President for Finance and Administration (Coordinator or CAA ) plays a key role in improving and optimizing the efficiency and effectiveness of the Vice President and the Finance and Administration Division (F&A) providing critical administrative support to the Vice President for Finance and Administration ( VPFA ) and facilitating communication and coordination of F&A Division priorities and initiatives on behalf of the VPFA . The Coordinator will act as the primary office administrator managing the VPFA's calendar and daily correspondence, and executing a variety of time sensitive responsibilities supporting the VPFA and F&A leadership team in preparation for Board of Trustees meeting and various campus meetings, including development and editing of presentation materials and logistical needs. This role interfaces with individuals on and off campus including confidential and sensitive correspondence. The Coordinator will assist both the Controller's and Budget teams with various administrative and accounting tasks (e.g., cash receipts, monthly journal entries, budget entries, review of F&A budgets, and ad-hoc projects) and supports special projects for the VPFA providing research and project management. The Coordinator is responsible for discerning the relevance and priority of various meetings, events, requests and communications, aligning them with the VP's strategic objectives. This position reports directly to the VPFA .

Administrative Support (60%)
  • Direct and manage the daily operations, functions and responsibilities of the VPFA's office including confidential correspondence, event management and planning.
  • Ensure that the VPFA's schedule aligns with strategic priorities and organizational needs. Proactively review and manage the VPFA's calendar and schedule with meticulous attention, ensuring optimal time use and prioritizing meetings/engagements based on strategic importance.
  • Review, monitor and triage the VPFA's email account, maintaining confidentiality.
  • Relieve the VPFA of administrative and business details by performing a variety of non-standardized tasks.
  • Facilitate communication and collaboration across all levels of the division, enhancing operational effectiveness.
  • Preparation of draft communications, daily correspondence and other messaging on behalf of the VFPA ; proofread documents and presentation materials; and make travel arrangements ( VPFA travel is infrequent).
  • Serves as a primary contact representing the Office of the VPFA to the Wheaton community and beyond, ensure that the VPFA is aware of key community events and related VPFA commitments, and community gathering/celebratory opportunities across campus.
  • Ensures quality in services and an outstanding customer experience for internal and external stakeholders.
  • Draft and/or finalize related communications, maintain and ensure the confidential and accurate handling and filing/archiving of correspondence, contracts, evaluations, and other relevant files.
  • Prepare requests for payments for the F&A Division.
  • Management of the budgetary process for the office and support the VPFA with oversight of the F&A Division budgets including routine review of budget reports, variances and related information.
  • Compile detailed research and background information on priority issues and projects to support informed decision-making by the VP.
  • Provide logistical support for various committees, project teams and other group meetings/initiatives on behalf of the VPFA , coordinate events for the VPFA's office; provide hospitality to special guests, including arranging travel and accommodations for guests.
  • Collaborate with other Executive Assistants on "best practices" to continually enhance administrative operations.
  • Conduct Finance & Administration Division webpage content review and management.
  • Support the management (hire, train, supervise, and evaluate) of student workers in the VPFA's Office.
  • Performs all other duties and responsibilities as assigned or directed by the VPFA . This may include attendance and participation in required training for the role.
  • Required to be on campus for Commencement and Welcome to Wheaton Day institutional events, and possibly other occasional key events as requested.
Board Meetings and Presentation Materials and Support (20%)
  • Work closely with the VPFA and Finance and Administration leadership team in preparation for Board of Trustees ( BOT or Board), campus shared governance committees, President's Council, all staff, all faculty, and other meetings.
    • This includes development and editing of presentation materials (e.g., PowerPoint, Excel) and reports, and ensure proactive preparation for related events and meetings including room and audio-visual setups.
    • Manage and maintain related archives and supporting data/information digital and hardcopy files.
  • Coordinate the development, compilation, proofreading, editing and finalizing all Board materials for the VPFA , in partnership with the Controller, Director of Budget and Financial Planning ( DBFP ), Assistant Vice President for Facilities and Business Services and others.
    • Coordinate planning meetings for VPFA with Committee Chairs, Controller, DBFP and others as needed, including meeting logistics and communications with Committee Chairs/Members.
    • Prepare BOT Committees agendas and corresponding list of materials to be developed and responsible person, deadlines, and deliverable details.
    • Manage the process for ensuring all agreed upon materials are prepared on schedule with ample time for VPFA review and approval.
    • Follow up with responsible persons as needed to ensure timely completion, ensure version control for all materials, and post materials to the BOT Portal.
  • Coordinate, attend, and participate and/or take minutes in meetings as requested by VPFA .
  • Continuously explore opportunities and advance technical skills to help enhance the professionalization of all presentation materials/presentations.
  • Required to be on campus during Board meetings, include those scheduled on weekend days.
Provide Support to the Finance Team (20%)
  • Process over the counter deposits, other receivables and procurement activities.
  • Enter journal and budget entries into Banner.
  • Assist AP manager with monthly P-card auditing.
  • Provide support as needed/where possible for quarter-end closing, year-end financial statement audit, preparation of financial reports (e.g., annual informational tax return), etc.
  • Assist with gathering and presentation of data for annual survey requests.
  • Assist with coordinating budget meetings with key constituents.
  • Ad-hoc projects as required.
Minimum Qualifications:
Bachelor's Degree in accounting, business or finance fields, communication marketing or related fields beneficial; in lieu of a degree, any appropriate combination of relevant education, experience, and/or certifications may be considered.

Minimum of 5-10 years administration or accounting experience.

Preferred Qualifications:
  • Strong administrative, organizational, planning and analytical skills; high degree of accuracy, timeliness and attention to detail.
  • Advanced Microsoft PowerPoint, Excel and Word skills strongly preferred; proficiency with Google tools. Have experience and curiosity with technology and willingness to learn new systems.
  • Highly developed interpersonal skills with a professional yet accessible demeanor to represent the VPFA independently in person, on the phone, or in written communications.
  • Excellent oral and written communication skills.
  • Demonstrated a high degree of diplomacy.
  • Skills in managing complex schedules, problem solving and logistics with the ability to anticipate needs.
  • Ability to work independently with minimal supervision, manage priorities, work efficiently, handle multiple projects with tight deadlines, proven self-starter, strong problem-solving skills, and exercise good judgment in a dynamic environment, maintaining a flexible and responsive attitude and approach to their work an interpersonal relations. Ability to meet project deadlines while adapting to immediate demands/priorities.
  • Proven ability to handle sensitive situations and highly confidential information with tact, discretion, and diplomacy, ability to interact well with people of diverse backgrounds and at all levels of the College and the community.
  • Demonstrated skills in writing, proofreading, and communications; ability to interpret and communicate complex policies to others.
  • Maintains cognizance of working within a diverse community and enhancing the College's commitment and priorities for diversity, equity, inclusion and belonging.
Compensation and Benefits
To attract and retain the most talented individuals, Wheaton College maintains a flexible and competitive staff compensation and benefits program.

When determining and establishing hiring rates or recruitment ranges for a position, the College considers a number of factors including the budget for the position, the range of the grade, the external market for the position or similar positions, level and scope of responsibilities, required education, skills and relevant experience as well as internal equity. All salary offers must have the prior approval of the Office of Human Resources.

The salary for this position will be commensurate with the qualifications, education and experience.

Physical Demands

ADA Statement:
Individuals must possess these knowledges, skills and abilities or be able to explain and demonstrate that the individual can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of skills and abilities.

Eeo Statement
Wheaton College is an equal opportunity/affirmative action employer and does not discriminate against any individual or group on the basis of gender, sexual orientation, gender identity or expression, age, race, color, religion, national origin, veteran status, genetic information, or disability. In a continuing effort to maintain and enrich an intellectually diverse learning environment, the Department and the College actively encourages applications from women and members of underrepresented groups.

Wheaton's core belief is that valuing diversity is pivotal to personal development, intellectual expansion, and societal equity. Our community is united by a shared dedication to equity and access that is essential to providing a transformative education in the Liberal Arts and Sciences.

Posting Date: 05/30/2024

Closing Date:

Open Until Filled Yes

Contact(s):
Office of Human Resources

Contact Phone/Extension:

Contact Email:

Contact Fax

Special Instructions to Candidates:
The federal government and the state of Massachusetts have made the decision to end the COVID -19 public health emergency. Effective June 1, 2023, the college will no longer require COVID -19 vaccinations and boosters for members of our community. Rather, we strongly recommend that everyone stay up to date on their vaccinations, including boosters, as recommended by their health care provider.

While we will no longer require COVID -19 vaccinations, we strongly encourage members of our campus community to adhere to public health recommendations for vaccination to protect against COVID -19, as well as influenza and other diseases.

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