Executive Administrative and Accounting Assistant

Findlay•Lexington, MA

4d•Onsite

About The Position

This posting is for a full-time, 12-month, exempt position. This position provides confidential administrative support for the Office of the Vice President for Business Affairs/Treasurer, Financial Services, and Accounting Services. While playing an integral role in the Business Affairs division, this position supports the VPBA directly and serves as the primary point of contact for the VPBA and Business Affairs departments of Accounting & Financial Services. This position answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of internal and external callers and visitors to campus. Independent judgment is required to plan, prioritize and organize diversified workload. This position also acts as the coordinator for all Business Affairs insurance matters.

Requirements

High school diploma required.
One year of administrative office experience.
Strong technical skills, including regular use of Microsoft Office applications.

Nice To Haves

An associate degree or a bachelor's degree in business or accounting is preferred.
Two to three years of administrative office experience preferred.

Responsibilities

Provides confidential administrative support which includes but is not limited to managing the schedule/calendar; travel arrangements and related reports, preparing related itinerary; screening and handling telephone communications; greeting and directing visitors; managing administrative inquiries as appropriate; attending Board of Trustee committee meetings as assigned and taking committee minutes.
Coordinate and schedule meetings of Audit Committee, Investment Committee, and the Business Affairs Committee of the University’s Board of Trustees to include recording, drafting, and distributing meeting agendas and minutes.
Serves as a primary point of contact and liaison with other offices, individuals, and external institutions to include, but not limited to external auditors, insurance carriers, banks, all levels of University of Findlay personnel, and the Board of Trustees.
Function as coordinator for all Business Affairs insurance matters. Maintain & track insurance policies, procedures, payments, & claims of The University of Findlay.
Maintains and coordinates files and required documentation on all University property transactions.
Serves as Contract Coordinator for university contracts.
Assist in Accounts Payable workflow process, supplier invoice processing, updates in invoices processing, TIN matching.
Vendor relationship management, as well as campus communication.
Ensure all university communications pertaining to student account-related policies and procedures are current and accurate.
Participate in a wide variety of special projects and compile a variety of special reports.
Reconcile Monthly Billing
Assist in the university procurement, procurement card program, and institutional expense reports process (university travel). As well as reconciliations between cost center accounts and procurement
Assist in the overall operations of student accounts, receivables, and cashiering functions of the university.
Oversee the Cash to Bank weekly reconciliation process.
Perform other duties as assigned.