Executive Assistant and Office Manager

Palo Alto University•Palo Alto, CA

15h•$80,000 - $100,000•Onsite

About The Position

The Executive Assistant and Office Manager is an administrator and advocate for the successful operations at Palo Alto University. The position will assist the CFO in developing and optimizing operational systems that align with the strategic goals of the University. The position will systematize and execute processes for continuous improvement and ensure consistency and continuity of operational efforts across the Division of Finance and Operations departments. Additionally, the successful candidate will demonstrate the ability to problem solve and think critically, and also be able to adjust to a rapidly changing environment. The position will support the CFO/Vice President of Finance and Operations (CFO) in all divisional management initiatives and activities as described in this document, and as assigned by CFO. This position works closely with the CFO, Finance, People Operations, IT, Facilities and IRB with initiatives for the benefit of the university.

Requirements

BA or BS degree related to essential duties
5 years experience in an administrative leadership role
Excellent written and verbal communications skills
High level of capability with technology tools including Google Suite, ERP, expense management, project management, and other related software and application tools

Responsibilities

Insurance, Risk and Safety
Business insurance renewals effect Aug 1st (May-Jul)
Clery Report on-campus safety & security effect Oct 1st (Aug-Sep)
Annual review of Emergency Management Plan determining possible revisions and/or updates
Communications
Develop & publish quarterly DFO Newsletter to staff and faculty
Manage, compose and send all general DFO communications to the PAU community, including Omnilert emergency alerts, general announcements, reminders, alerts, training, etc.
Portal and website updates to DFO’s information, including health and safety protocols
Research and evaluate state regulations, ensuring proper disclosures university-wide
Monitor and communicate changes in state laws impacting the university and programs and collaborate with university leadership on initiatives with regulatory concerns
ID’s - sending reminders to students without ID’s
Avaya Phone Tree - assisting IT with troubleshooting issues with Admissions & communications
Systems and Project Management
Oversee DFO’s policies and procedures and maintain them in a contract management system (TBD -policy management database)
Configuration & approval updates for the People Operations Department’s Personnel Action Form (PAF)
Configuration & approval updates for the Finance Dept’s Expense Management systems (currently SAP Concur & DocuSign).
Contract management system implementation
Clean up of old email distribution lists
Ad hoc projects as needed
BUDGET TRACKING
Develop and maintain tracking systems for departmental purchasing and expenses to ensure accuracy.
Ensure all purchasing complies with university policies and financial controls.
Reconcile purchasing card statement (monthly)
Other Duties
Back-up support to the CommuteSmart Program Administrator
Plan, organize, and manage the logistics for DFO Team Meetings and annual retreat.
Manage the DFO calendar
Retrieve & distribute DFO incoming mail (exception: checks & invoices handled by A/P Processor)
Provide assistance, in collaboration with event leads for other divisional events aligned with university guidelines and policies, as needed (Opening Day, Commencement, Staff Recognition, etc.)
Other Duties and Leadership
Serve on University-Wide Communications & Engagement Committee to ensure that DFO’s communications to the PAU community are aligned with the university’s mission, goals, and brand guidelines
Provide support to the DFO department heads on operational issues, including continuous process improvement, project guidance, and identification & development of missing DFO policies & procedures
Key member of the DFO leadership team in identifying opportunities to apply continuous improvement tools to optimize processes and increase procedural efficiencies.
Other duties as assigned by the CFO/VPFO.