Executive Assistant to the Vice President for Finance and Administration

Dutchess Community College • Poughkeepsie, NY

13h • Onsite

About The Position

The Executive Assistant to the Vice President for Finance and Administration serves as a member of the management/confidential staff and reports directly to the Vice President for Finance and Administration. The incumbent performs advanced technical, specialized, and confidential administrative duties to support and relieve the Vice President of administrative details. Work involves planning, organizing, and performing a wide variety of highly confidential, responsible, and complex tasks while exercising independent judgment, individual initiative, and adherence to established policy and procedure.

Requirements

• Bachelor's Degree required.
• A minimum of seven years of related management/confidential secretarial experience may substitute for a four-year degree.
• High degree of personal/professional integrity, respect for privacy and confidentiality, a sense of ethics, and a commitment to the mission of the College.
• Excellent interpersonal/human relations skills including the ability to relate effectively with all levels of the College community and with diverse and multicultural populations.
• Excellent communication skills, strong organizational skills, and experience working with university leadership.
• Ability to handle difficult, sensitive, and or urgent matters in a confident and proficient manner and adapt to changing priorities.
• Excellent writing abilities to independently compose letters, memos, reports and other written communication materials for a variety of audiences.
• Must be able to work independently with little supervision and be able to solve complex problems.
• Demonstrate technical literacy including database management skills and proficiency with various software programs, including but not limited to, Microsoft Word, Excel, PowerPoint, Access and Outlook.

Nice To Haves

• Higher education experience preferred.
• Community college experience a plus.

Responsibilities

• Act as the point of contact for the Vice President, and provide administrative support including meeting logistics, scheduling, communications, and coordination of travel arrangements.
• Provides direct administrative support to the Associate Vice President of Administration for Finance.
• Prepare written correspondence including those involving confidential matters.
• Prepare or coordinate special programs, projects, or reports as requested, utilizing internal and or external information which may include material of a sensitive or confidential nature.
• Process confidential claims correspondence and materials for Vice President and College Attorney.
• Assist with the research and development of policy recommendations from the Office of the Vice President for Finance and Administration to the President and Board of Trustees.
• Prepare resolutions for the Board of Trustees and County Legislature.
• Review, disseminate, and/or prepare responses to incoming correspondence and/or items for Vice President's signature, and/or noting items of importance or action required, as appropriate.
• Responsible for the College Liability Insurance Program.
• Maintain all college general liability claims and insurance policies/records and reports.
• File all claims for general liability, accidents and property losses directly with the insurance agency.
• Contract Administration: Review, maintain, and track all College contracts.
• Review all drafts of contracts and letters of agreement prior to the Vice President's approval and forward as required to College Attorney as needed.
• Prepare, update and distribute budget instructions and materials to all campus departments and subsequently prepare summaries from the submission of budget requests.
• Address budget-related inquiries.
• Coordinate and assure completion of divisional assessment activities.
• Ensure that all reports due to the Vice President from his staff are submitted in a timely manner and ensure that reports are reviewed and submitted to meet deadlines from other offices on campus.
• Maintain filing and record management systems along with other office procedures unique to the Vice President's office.
• Attend various committee meetings as assigned by the Vice President.
• Provide administrative support as needed to direct reports of the Vice President.
• Participate in departmental, divisional, and institutional assessment as required.
• Participate in specials projects and perform other tasks as assigned.
• Other duties as assigned.

What This Job Offers

• Job Type: Full-time
• Career Level: Executive