Administrative Assistant to the Vice President for Finance and Operations

2 weeks ago

Oneonta, United States Hartwick College Full time

Description

: Under the supervision of the Vice President for Finance and Operations, the Administrative Assistant to the Vice President for Finance and Operations is responsible for providing administrative assistance to the Vice President of Finance and Operations as well as other Finance Department staff, including but not limited to reception, telephone answering, scheduling and calendar maintenance, filing, secretarial assistance and other projects as assigned. Attend meetings and prepare minutes for the meetings of the Board of Trustees Fiscal Resource Management Committee, Facilities Committee, Investment Advisory Committee, and Audit and Compliance Committee. The Administrative Assistant is also responsible for purchasing for all areas of the College.

Responsibilities Answer incoming calls for the VP of Finance and Operations Schedule meetings and maintain calendar, file and provide secretarial assistance to the VP and office staff Assist with coordination, preparation of materials for Board of Trustee committee meetings. Attend committee board meetings and provide minutes for those meetings. Risk ManagementObtain certificates of insurance as requested by campus departmentsReceive certificates of insurance from vendors and other groups as neededMaintain files of certificates of insurance and track expirations, renewals as neededMaintain property and liability insurance files, monitor minor claimsTrack company vehicles, titles, insurance, registration, etc. PurchasingProcess material requisitions as received and issue related purchase ordersFollow up with vendors to ensure items are received and accurately entered into computer systemWork closely with Accounts Payable Specialist to resolve any vendor discrepancies Order office supplies for Student Accounts and Finance Office (12+ staff) Ability to create and maintain positive relationships with all internal and external constituents As a representative of the College, the employee is expected to comport themselves in a professional manner at all times Participation in significant campus activities including Welcome Weekend, True Blue Weekend, and Commencement Weekend Expected to comply with all applicable College, Federal, State, local and associational regulations Additional job related duties as assigned All employees are required to be fully vaccinated for COVID-19 prior to the start of their employment. Qualifications : Minimum requirements for this position are some College Experience and/or an Associate’s Degree with between 3 and 5 years of experience in a similar position or field. Customer service skills Professional business writing Unceasing patience and a positive attitude Detail oriented and organized with secretarial tasks Thorough and 100% follow through on tasks Ability to prioritize work to meet needs and deadlines Working knowledge and proficiency with Gmail, Microsoft Word, Excel, Google Docs, and Zoom Some experiences with other computer programs helpful (Colleague, purchasing systems) Bookkeeping/Accounting experience helpful Ability for extensive multi-tasking The College strongly recommends that all employees are fully vaccinated against COVID-19 (full course of primary vaccination plus at least one dose of a booster). 

Pay Range : $15.88 - $19.90 per hour

An independent, residential liberal arts college enrolling approximately 1,200 full-time undergraduates, Hartwick embraces the teacher-scholar model, with teaching excellence as the first priority, and seeks to recruit, retain and promote a diverse workforce. The College features a Liberal Arts in Practice general education curriculum and aspires to “be the best at melding liberal arts education with experiential learning.” 

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