Administrative Specialist to the Vice President of Finance
2 weeks ago
Franklin & Marshall College is a residential college dedicated to excellence in undergraduate liberal education. Its aims are to inspire in young people of high promise and diverse backgrounds a genuine and enduring love for learning, to teach them to read, write, and think critically, to instill in them the capacity for both independent and collaborative action, and to educate them to explore and understand the natural, social, and cultural worlds in which they live. In so doing, the College seeks to foster in its students' qualities of intellect, creativity, and character, that they may live fulfilling lives and contribute meaningfully to their occupations, their communities, and their world.
To learn more about Lancaster, please go to https://landinlancasterpa.com
Job Description:
Franklin & Marshall College is recruiting for a full-time Administrative Specialist to the Vice President of Finance & Administration.
Job Details:
- Location: F&M Campus - Lancaster, PA
- Classification: Full-time Exempt
- Schedule: 40 hours, Monday - Friday.
- Reports to: Vice President of Finance & Administration
- Department: Finance & Administration
- Approved Salary Range: $48,000.00 - $52,000.00
The Administrative Specialist to the VP of Finance & Administration supports the functions of the Finance & Administration division by providing administrative and project-based support to the Vice President. This position is expected to work independently, proactively address issues, initiate actions in support of the VPFA's work, and represent the VPFA to internal and external constituencies with poise, professionalism, discretion, while maintaining an appropriate level of confidentiality.
Essential Functions:
- Provide support for the VP's trustee committees - Audit, Finance, and Investment including regularly scheduled meetings, coordinating off-schedule meetings or conference calls, preparing invitations and recording responses, preparing draft agendas, minute-taking, preparation of materials as needed and posting all material to BoardVantage, and follow-up communication with senior staff/ committees/members/presenters as needed.
- Manage the VP's calendar; screen, handle or refer appropriately all inquiries and phone calls received in the VP's office. Sort and distribute mail; coordinate flight and hotel reservations and reconcile all travel expenses for the VPFA; manage contract routing as needed; ordering supplies; etc.
- Provide support for the VP's campus committees including regularly scheduled meetings, coordinating off-schedule meetings, agendas, minute-taking as needed, preparation of materials as needed and posting all materials to google groups/google drive, and follow-up as needed.
- Provide budget and accounting support to the VPFA Office including performing reconciliations, purchasing and processing invoices, processing travel and expense reimbursements, and perform any research and follow up communications with internal constituents or external vendors.
- Provide support for the VPFA direct reports related to audit preparation including gathering information and documentation from a variety of departments, compiling org charts, preparing Excel schedules, coordinate scheduling of audit field work, uploading information to the secure auditor portal, etc.
- Perform various analytics at the direction of the VPFA to support decision making. Examples include benchmarking peer/competitor institutions, maintaining various longitudinal data like financial ratios, pricing, wages, benefits, benefits as % of wages, and other F&A dashboard metrics.
- All other duties as assigned.
Minimum Qualifications:
- Bachelor's Degree or equivalent combination of experience and training.
- At least 4 years of relevant experience with administrative and clerical procedures.
- A high degree of professionalism and the ability to maintain strict confidentiality.
- Excellent oral, written, interpersonal communication skills.
- Outstanding organization, time management, customer service, and problem-solving skills.
- Attention to detail and accuracy.
- Ability to relate tactfully and diplomatically to a wide range of constituencies including students, parents, faculty, and trustees
- Proficiency in Google Suite Products (Docs, Gmail, Sheets, Slides, Drive)
- Technical proficiency in relevant applications such as MS Office (Word, Excel, PowerPoint).
- Evidence of a commitment to community and belonging.
- Successful interview.
- Successful completion of background checks.
- 5 or more years of relevant experience with Administrative and clerical procedures.
- Prior work experience in an executive office environment.
- Experience working in a higher education setting.
Additional Information:
Offers of employment are contingent upon the successful completion of reference checks, a criminal background verification, and verification of credentials. The College will coordinate these verifications.
Full-time members of the Franklin & Marshall College professional staff receive competitive starting pay and a comprehensive benefits package that includes health coverage, dental, vision, generous retirement savings plan contributions, education benefits for employees, spouses and dependent children, and enjoy access to all College facilities including dining venues to suit all tastes, recreation and fitness facilities, and libraries, plus access to College performances, lectures, and events. To learn more about our Benefits, please visit our Benefits Page.
Franklin & Marshall College is committed to having an inclusive campus community where all members are treated with dignity and respect. As an Equal Opportunity Employer, the College does not discriminate in its hiring or employment practices on the basis of gender/gender-identity, sex, race or ethnicity, color, national origin, religion, age, disability, veteran's status, genetic information, family or marital status, sexual orientation, or any other protected class.
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