Executive Assistant to Vice Chancellor for Finance and Administration

The primary purpose of the position will be to provide high-level administrative support to the Vice Chancellor of Finance and Administration by conducting research, preparing statistical reports, handling information requests, and performing administrative duties such as preparing correspondence, receiving visitors, arranging conference calls, and scheduling meetings.

This position requires ongoing administrative supervision and collaborative consultation with the Vice Chancellor regarding administrative functioning in the department of Finance and Administration; serve as liaison on behalf of the Vice Chancellor to various constituents within the University and department heads within Finance and Administration, providing guidance and consultation on operational plans and requirements.

In addition, the person in this position will perform a wide range of administrative and budget functions within Finance an Administration and Office on Institutional Integrity. The position will manage budget tasks for both Finance and Administration and Office on Institutional Integrity.

The position has taken on more complex duties and responsibilities, to include the administration of University insurance/title and administrative Board of Trustees liaison for Finance and Administration, BOT of Endowment, and Audit, Risk and Compliance.

The Finance and Administration Division provides campus wide administrative and fiscal services in support of the University's primary mission of instruction and public service. The division handles the functions of recording financial transactions, safeguarding physical and financial assets, allocating resources, procurement, and delivering basic university services. This is accomplished through the Departments of: Accounting, Budget and Analysis, Auxiliary/Business Services, Contracts and Grants, Facilities Management, Purchasing, and Systems Accounting along with appropriate financial and administrative systems. The division provides financial information to senior management, the UNC Systems Office, external supporters, and the Board of Trustees to facilitate compliance and informed decision making.

Blair Hall, Room 103

High school diploma or equivalency and three years of progressively responsible administrative/office management experience;
or Associate's degree in secretarial science, business administration, or a related discipline and one year of progressively responsible administrative/office management experience ; or Bachelor's degree, preferably in business administration or a related discipline; or equivalent combination of training and experience. All degrees must be received from appropriately accredited institutions.

Bachelor's degree; or equivalent combination of training and experience. All degrees must be received from an appropriately accredited institution. General secretarial, clerical, and experience with Microsoft Office software programs including Excel, Word, and PowerPoint. Multitasking ability including answering multiple telephone lines, greeting guests, directing calls, mail, drafting correspondences, and reviewing and preparing invoices for payment. High aptitude for detail, excellent analytical skills, above average aptitude for understanding procedural steps. Have previous experience working for a senior level member.

None

12 months

Please Note: A criminal background check will be conducted on candidate finalist prior to the offer of employment.

If no applicants apply who meet the required competency and T&E requirements, then management may consider other applicants. Salary would be determined based on competencies, equity, budget, and market considerations.

Resumes will not be accepted in lieu of completing an electronic application. The application must be competed in full detail (including work history) for your qualifications to be considered.

Failure to complete the application completely may result in you not being considered for the vacant position.

Your application for the position will not be complete until you receive an online confirmation number at the end of the process of applying for a position.

If you have general questions about the application process, you may contact Human Resources at OHR@wssu.edu. Individuals with disabilities requiring disability-related accommodation in the application and interview process, please call 336-750-2834

Administrative

Maintains the Vice Chancellor's calendar, scheduling appointments, coordinating meetings, making travel arrangements and reservations, and preparing travel authorizations and reimbursements for the Vice Chancellor.

Opens, reads, evaluates, and take necessary action on all mail addressed to the Vice Chancellor (excluding confidential items) and routing it to the appropriate personnel.

Exercise signature authority for the Vice Chancellor when necessary and provide written or verbal assignments to directors and staff under the Vice Chancellor's direction. Monitor the progress of each assignment to ensure timely completion.

Interfaces with various constituents to establish priorities, times, needs, etc. to ensure
the schedule is productive and efficient including screening telephone calls, controlling interruptions for the Vice Chancellor, and providing guidance to division administrative support.

Prepare agendas and any materials required for distribution at meetings called by the Vice Chancellor for directors and supervisors.

Coordinate and facilitate solutions with internal and external organizations and constituents within delegated authority from the Vice Chancellor.

Coordinate regional, state, and national service commitments to maximize the national visibility of the university while minimizing time away from the campus.

Contact and respond (by telephone, e-mail, and in-person) to university administrators, state agencies, UNC System Office, staff of other universities, students, and the public regarding policies, procedures, meetings, and general information.

Liaises between vice-chancellors, directors, and staff, screen requests, assist whenever possible, and outline details for review by the Vice-Chancellor.

The assistant must receive and assist visitors and university staff cordially when arriving for meetings with the Vice Chancellor.

Prepare for retreats, administrative network meetings, search committees, and other university events.

Serves as a liaison for Human Resources and manages timesheet management for the
division and is responsible for on-call and call-back management and compiling names
of employees.

Ensures that all documents from departments within the division are received for the Vice Chancellor's signature, are signed promptly.

Budgeting & Accounting

Manages Finance and Administration and Office of Institutional Integrity state and trust funds.

Identifies the needs of the office and initiates purchase requisitions or payment authorizations for supplies and equipment. reviews travel authorization and reimbursement requests made by directors monitors long-distance phone calls, and verifies monthly billing.

Submit completed documents to on-campus and off-campus constituents. Must be proficient in Banner and SU Express to enter requisitions and monitor or research fund balances, purchase order numbers, etc., or possess the aptitude to learn unit specific software. Demonstrates in-depth knowledge of the Finance and Administration office operations and is considered the content/process resource.

Inventory of supplies and ordering supplies as necessary, Handling check requests and travel documents, and miscellaneous copying, printing, and typing. Communicate with university departments, contractors, and vendors regarding discrepancies.

Utilizing standard office procedures, assisting with carrying out all functions of the job, and recommending the creation of new procedures as needed.

Coordinates varied office procedural processing activities requiring the application and interpretation of university procedures, policies, and regulations. Creating professional documents, memorandums, and reports utilizing Microsoft Office programs and software.

Coordinate and communicate with the Chancellor's office staff to plan and prepare minutes, reports, and other documents for the Board of Trustees and other Boards and Advisory groups.
Record minutes at Board of Trustees committee meetings.

Insurance Management

Manages insurance policies for all state-owned property such as buildings, and equipment.
Oversees student accident and health insurance, as well as athletic insurance, including various types of coverage such as accident and health, fire, liability, all-risk, burglary &theft, and special program coverage, special leased equipment, and art collections on loan to the University.

Gathers and organizes data, identifying and analyzing loss risk that the university maybe exposed to, overseeing the allocation of insurance premium costs to various university accounts, procuring special insurance coverage, disseminating insurance information to the university community, problem-solving, claims administration, and ensuring that each policy is paid in a timely fashion.

Maintain a close working relationship with state government officials and industry representatives, as well as interact with faculty, staff, students, and the general public.

Maintains record-keeping system and general files, creating new files, and purging files as required by retention policy.

Recognizes, defines, and resolves non-standard problems using operating procedures, practices, and established precedents. Resolves recurring issues and problems as well as unique situations. Anticipates problems and develops recommendations for management resolution. Understands the complexities of university operations within and exterior to the division.

Other Administrative Duties

Composes and organizes logically; works in multiple formats such as letters, memos, reports, presentations, and contracts. Reviews sensitive and confidential materials and edits content constructively.

Assist with collaborating with internal and external clients. Communicate ideas effectively and clearly to accomplish goals. Assist internal and external callers and visitors. Interacts with departmental staff, vendors, service personnel, university staff, and other state agencies as circumstances require.

Review documents for accuracy before obtaining VC's signature. Review office mail and determine to whom it should go and forward accordingly. Maintain office central filing system to ensure the information will be easily assessed. Prepare meeting folders. Assist with the intake of all documents into the department. Acts as the Finance and Administrative representative for the Endowment and Finance and Administration Board of Trustees meetings.

Other duties as assigned by Vice Chancellor.