Executive Assistant-Academic Affairs & Finance & Administration

Earlham College•Richmond, IN

About The Position

This position requires an exceptionally organized, practical, and proactive individual to provide professional, administrative support primarily for the Provost/Senior Vice President for Academic Affairs and Chief Financial Officer/ Vice President for Finance and includes support for the Senior Associate Vice President for Academic Affairs/Dean of Faculty (AADF) and Academic Dean for Student Success (ADSS). This person is also expected to handle a wide range of high-level administrative tasks with accuracy and proficiency for the Office of Academic Affairs and the Finance Office.

Requirements

High school diploma required, post-secondary education preferred
3-5 years of administrative experience, preferably at the executive level
Attention to detail with a high level of accuracy
Strong computer skills
Adept with confidential information, required
Able to demonstrate a commitment to excellence
Able to address a wide variety of issues calmly, professionally and with courtesy
Ability to manage multiple items simultaneously
Professional proficiency in reading, writing, and speaking
Ability to work effectively under pressure, solve problems and adjust quickly to changing situations while maintaining strong commitment to customer service
Able to sit/stand for prolonged periods at a desk and work on a computer
Be a positive example and trusted resource to all Earlham students

Nice To Haves

Budget management proficiency and experience, strongly preferred

Responsibilities

Ensure that daily operations run smoothly, with professionalism and courtesy meeting quality customer service standards
Provide proactive clerical support for calendaring and meeting logistics, to include note taking
Manage timely and accurate correspondence to all inquiries on behalf of the office/s
Uphold strict confidentiality standards in handling sensitive matters. Exercise sound judgment in determining what information to share, withhold, or escalate
Oversee projects for research, data collection, analysis, report preparation and document completion with accuracy while collaborating with others across campus for quality outcomes
Maintain organized electronic and physical files, including confidential faculty files, student records, evolving lists for multiple needs
Anticipate and prepare for busy periods and changing priorities with flexibility and co-operation
Secure travel arrangements, as needed
Accept additional responsibilities as assigned, to meet the mission of the College
Oversee the budget tracking process for funds managed by the Academic Affairs office to include National Conference Travel Funds, Faculty Start-up Funds, Scientific Equipment funds, teaching faculty funds, and discretionary/ restricted funds
Support the Academic Affairs Committee of the Earlham Board of Trustees with document preparation/submission, meeting logistics and note taking/maintenance; Support the Faculty Affairs Committee with the faculty evaluation process to include communication tracking, data collection, and reports
Support the Academic Professional Development Committee process to include budget tracking
Maintain financial records to prepare credit card monthly reports for Provost, AADF, ADSS and Academic Affairs office
Support Provost/VPAA to draft and finalize offer letters, renewals, sabbatical and pre-tenure awards and all pay/personnel matters
Assist in coordinating interviews with teaching faculty candidates
Organize faculty events as requested by Provost.
Maintain calendar forCFO/VP of Finance
Support the Property & Finance Committee and Audit, RiskManagement and SafetyCommittee of the Earlham Board of Trustees with document preparation/submission, meeting logistics and note taking/maintenance
Maintain ever-evolving supervisory listing for accounting needs

Benefits

Medical, Dental, and Vision Insurance
Company paid Long-Term Disability after 1 year of full-time service
Basic and Voluntary Life insurance
Employee Assistance Program
Campus Store Discount
Free ticket vouchers for Richmond Symphony Orchestra
Wellness Center Free Membership or Discount for eligible employees
Athletic Games-Free entry to all home games
Free entry into most Theatre/Music shows
Tuition Benefits for Immediate Family for eligible employees
403(b) Retirement – For eligible employees, Earlham will contribute a non-elective contribution equal to 5% of gross pay after 2 years of service. After 3 years of service, this non-elective contribution increases to 8%. Vesting credit is available for new employees with previous service in the education sector with required documentation.
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