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Administrative Assistant to the Vice President, Financial Services and Investments
2 months ago
Administrative Assistant to the Vice President, Financial Services and Investments Job Category : Staff Requisition Number : ADMIN001102 Posted : August 27, 2024 Employment Type : Full-Time, Hybrid Locations Columbus, OH 201 S Grant Ave Columbus, OH 43215, USA Franklin University, a private, independent, accredited, not-for-profit University located in Columbus, Ohio invites applicants for its Administrative Assistant to the Vice President, Financial Services and Investments position. This position provides administrative and staff support to the VP of Financial Services & Investments and the Financial Services & Investments Department. This role will work an onsite hybrid schedule. Duties and Responsibilities: Email, mail, and media management. Creation of an overall organized environment with minimal paper. Coordinate meetings with internal University employees and external vendors. Conduct research and compile information for various projects and initiatives. Provide assistance related to investment manager due diligence, administrative document support, and fund reporting document preparation and presentation. Update and design PowerPoint presentations and visual aids for special meetings and conference presentations. Compile, prepare, and electronically disseminate Finance Committee schedules for quarterly Board meetings. Compile meeting minutes for the Quarterly Finance Committee meeting and facilitate review with the Finance Committee Chairperson. Locate and distribute electronic and print documents to division leadership in alignment with the University's strategic direction for the future. Maintain document filing retention and storage system with regard to confidentiality, organization, and timely retrieval of records. Compile Quarterly Board Report. Review the Outlook email of the VP of Financial Services & Investments and prioritize and respond to requests as necessary. Coordinate and provide support for all VP meetings. Prepare meeting materials in advance for the VP. Renew subscriptions and memberships as necessary. Review and approve time off requests for direct reports on behalf of the VP and adjust meetings in response to approved requests. Coordinate communications between the VP office and direct reports, outside vendors, students, and members of the Board of Trustees. Respond to e-mail and voice messages in a timely fashion. Process monthly expense reports for VP’s University credit card. Order and maintain office supplies for the Accounting and Finance areas. Ensure invoices from outsourced services and other vendors are paid promptly. Coordinate Airfare, Hotel, and Rental Car for VP travel requirements. Manage and track departmental travel/meeting/conference expenses to ensure spending aligns with the budget. Actively participate in discussions in support of strategic Department, Division, and University initiatives. Draft and, once approved, mail professional correspondence. Update Financial Services & Investments SharePoint site. Maintain regular communication with other University divisions to support the VP’s projects and the President’s Staff initiatives. Keep the VP on track for meetings and appointments. Represent the VP with various vendors. Task management prioritization and follow-up. Active participation in the forum of University Administrative Assistants. Provide backup and assistance to the Administrative Assistant to the SVP, Chief Financial & Investment Officer. Utilization of University reporting tools to compile product-specific margin reports, including volume (credit hours), revenue ($), adjunct compensation expense, and any direct expense on an academic term and as-needed basis – for Non-CORE instructional products. Monitor monthly budget reports for the VP of Financial Services & Investments (Cost Center 600215 – Financial Services & Investments and 600260 – LT Investment Pool). Work with department leaders to identify and enter the appropriate allocation of budget dollars into the Planning Maestro system. Monthly review of bank account analysis reports. Minimum Requirements/Qualifications: 1-3 years of previous experience as an Administrative Assistant Strong attention to detail Highly developed grammar, writing, and proofreading skills Basic proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications Highly organized with the ability to set up and maintain an electronic filing system Ability to work with minimal supervision Flexibility and adaptability to changing priorities and situations Positive, proactive approach, and willingness to take on new challenges Ability to maintain confidentiality of office data Preferred Skills and Characteristics: Prior experience with financial terminology Financial skills necessary to perform basic spreadsheet analysis Additional Notes: Occasional and random need for after-hours support About Franklin University Founded in 1902, Franklin University has built its reputation on removing barriers to higher education for ambitious adults who must balance their educational goals with other commitments. Accredited and nonprofit, Franklin has earned its long-standing reputation as an innovator in online education. The University offers applied, in-demand undergraduate, master’s and doctorate programs that enable adult learners to achieve their educational and professional goals. From entrepreneurs to CEOs, more than 50,000 Franklin alumni can be found around the world contributing to the communities in which they live and work. Franklin offers a competitive benefits package, incentive program and free parking. In addition, Franklin provides free undergraduate tuition for employees and immediate family members, graduate tuition assistance for full-time employees and immediate family members, and a discount on doctoral tuition for employees. Franklin University is committed to creating a respectful and inclusive educational and workplace environment. Franklin does not discriminate on the basis of age, religion, race, ethnicity, color, national origin, ancestry, immigration status, sex, sexual orientation, gender identity or expression, marital or familial status, disability, or veteran or military status. #J-18808-Ljbffr
