Administrative Assistant 2_Business and Finance_RSCC Internal Candidates Only

3 weeks ago

Sparks, Nevada, United States Motlow State Community College Full time

Title: Administrative Assistant 2_Business and Finance_RSCC Internal Candidates Only

Employee Classification: Clerical & Secretarial

Institution: Roane State Community College

Department: Business and Finance

Campus Location: Roane State Community College

Job Summary

This position will provide high level administrative support to the Vice President of Business and Finance, ensuring efficient operation of the office. This role includes managing schedules, preparing reports, handling correspondence, and assisting with various financial and administrative tasks.

Job Duties

Assistance for the Vice President of Business and Finance.
Liaison between Vice President and direct reports for various internal unit needs and activities.
Review of documents prior to submitting to VP for approval to ensure a smooth flow of information and compliance with policies/procedures.
Schedule meetings, events, and coordinate VP's calendar (send meeting invites, reserve rooms, plan luncheons).
Review of VP's email for important messages that may be time sensitive.
Assist with processing timesheets, travel authorizations and travel claims for the VP.
Composes, edits, and handles sensitive documents, reports, presentations (business letters, memos, and contracts) on behalf of the VP.
Handles sensitive and confidential information.
Assist in research, compilation, and organization of information for use by the Business and Finance Division in the completion of reports, special projects, account analyses and policy reviews.

Budgets -
Coordinate and schedule all college budget hearings.
Prepare/update books for committee.
Assist and submit the college's biannual budget forms, analysis tables and other requested information to TBR. This will include initiating budget transfer throughout the year.
Maintain college's organizational chart for TBR submission as well as additional request.
Monitor college budgets throughout the year and coordinate with budget managers responsible to get a plan of action to bring budget back under control.

Contracts/Dynamic Forms
Final approval and signatory provider of all Dynamic Form contracts.
Custodian and signatory provider of Rental of Facilities.
Backup for Contract Manager, with responsibilities of reviewing for legal terms to ensure compliance with state regulations. Procurement Card (VP)/Travel Cards.
Responsible for the managing, review, documentation gathering and reconciling.
Request quotes and books flights for all airline travel to/from RSCC.
Review other P-card reconciliation prior to submittal to the VP for approval Reporting.
Compile, prepare, and submit various reports to internal/external agencies (President's Expense, Legislative request, etc).
Review various reports for accuracy before distribution (Financial Disclosures, Reconciliations, etc).
Assist with all areas of financial reporting.

Backup support
Administrative area administrative assistants (Student Learning, President's Office, Workforce Development).
Business and Finance Operation areas when needed.

Backup for College Event Planning.
Other Duties
Reviews, documentation gathering, reconciling prior to making request for payment for food services for the entire college.
Maintains the listing of institutional memberships approved within the college.
Demonstrate concern for others with various personalities and backgrounds in a multi-level, educational environment.
Coordination and submission for Professional Liability Insurance applications for all HSC/NSG programs to TBR. Distributes policy to all corresponding programs.
Handles request for problem resolution and aid, within the realm of responsibility.
Review request, troubleshoot with employees and after resolution, process employee's tuition reimbursement request.
Webpage maintenance for food vendor, bookstore, travel, business/finance, bursar and facility rentals.
Responsible for general administrative duties (copying, filing, faxing, scanning, mailing, archiving), ad-hoc projects, committees and or group events.

Other Duties as assigned.
Minimum Qualifications

Three to five (3-5) years related experience in higher education environment, preferably in the finance environment.
Understanding of financial rules, regulations, and RSCC/TBR policies and procedures.

Preferred Qualifications

Bachelor's preferred in Business Administration or Accounting.

Knowledge, Skills, and Abilities

Ability to deal with multiple projects and tight deadlines.
Ability to work well both in a team environment and independently is required.
Ability to take initiative.
Ability to handle confidential information with discretion.
Strong communication skills across various levels of seniority.
High standards for grammar, spelling, and document formatting.

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