Administrative Assistant To CFO

Job Purpose:

The position provides primary administrative support and office management to two vice-presidents (the Chief Financial Officer (CFO) and Chief Information Officer (CIO)).The position also assists additional departments in the broader Finance and Administrative area led by the CFO. The position represents the CFO and CIO offices and is a model for professionalism and prompt service to all who have contact with the offices.

Essential Functions:

• 40% - CFO Administrative Support
  • Physical presence adjacent to CFO 3 days/week, support provided 5 days a week
  • Manage all aspects of the University's CFO Office, including phone/receptionist activities, mail and packages, supplies, email requests, information requests, records management, payment processing, and travel support.
  • Assists in working with the CFO to manage and schedule various meetings and other internal and external commitments.
  • This work at times includes the planning and preparation of larger meetings which may require catering or other event support.
  • Partner with other executive administrative assistant colleagues to foster best practices in executive support, including mutual training, adaptive technology, and process improvement initiatives.

• 40% - CIO Administrative Support 
  • Physical presence adjacent to CIO 2 days/week, support provided 5 days a week
  • Manage all aspects of the University's CIO Office, including phone/receptionist activities, mail and packages, supplies, email requests, information requests, records management, payment processing, and travel support.
  • Assists in working with the CIO to manage and schedule various meetings and other internal and external commitments.
  • This work at times includes the planning and preparation of larger meetings which may require catering or other event support.
  • Partner with other executive administrative assistant colleagues to foster best practices in executive support, including mutual training, adaptive technology, and process improvement initiatives.

• 20% - Area Wide Coordination
  • In addition to direct support of the CFO and CIO, provide broad ad hoc support to other senior leaders supporting the broader Finance and Administration area, which includes Finance, Controller’s Office, Auxiliary Enterprises, Information Technology Services, and Plant and Construction Services; These divisions report to the CFO.
  • This support may include more occasional administrative support (such as what is described above for the CFO and CIO), broader coordination with other administrative support professionals assisting other campus leaders (example, President’s Office), and other duties as assigned by the CFO or CIO.

• Additional Duties as Assigned by the Department

Educational Requirement:

Bachelor's Degree or Equivalent Experience

Years of Related Experience Requirement:

5 years

In lieu of the educational qualifications, candidates may qualify with equivalent professional experience at a ratio of one year of experience for each year of required education. 

Certifications and/or Licensures:

Skills & Abilities:

- Proficient in Microsoft Office applications including Outlook, Word, Excel, and PowerPoint
- Proficient in English written and verbal communication skills
- Excellent organizational skills
- Experience managing calendars, scheduling meetings, and coordinating travel arrangements.
- Demonstrated time management, punctuality, and priority setting skills
- Strong attention to detail and accuracy
- Ability to maintain confidentiality
- Strong customer service skills
- Proven driving ability with good driving record
- High analytical capability, with ability to identify issues, compare data, and resolve discrepancies
- Regular, reliable attendance and punctuality are essential functions of this position.

Preferred Qualifications:

Administrative work experience in a higher education academic environment.

Previous executive level support and event planning.

Experience with ERP and travel.

Physical & On-Campus Requirements:

In-Office Presence - Ability to work on-site in typical office setting and participate in in-person meetings with colleagues: 5 days/week

Standing/Sitting - Ability to remain in a stationary position for a prolonged period: Daily (>75% of time)

Walking - Ability to move about on foot to accomplish tasks: Rarely (1%-49% of time)

Lifting/Carrying - Ability to move or transport objects up to a specified weight (e.g., 50 pounds): Rarely (1%-49% of time)

Attention to Detail - Ability to focus on detailed tasks for extended periods: Daily (>75% of time)

Problem-Solving - Ability to identify and resolve issues effectively: Daily (>75% of time)