27-27 Executive Associate - Finance and Business Services (Manager 170)

West Chester University•West Chester University, PA

10d•Hybrid

About The Position

Join a vibrant equity-minded campus whose excellence is reflected in its community, cultural engagement, and student success. The Division of Finance and Business Services (FBS) invites applicants for the position of Executive Associate (Manager 170). West Chester University (WCU), a member of the Pennsylvania State System of Higher Education, is a public, comprehensive institution committed to offering high-quality undergraduate education, selected post-baccalaureate and graduate programs, and a variety of educational and cultural resources for its students, alumni, and citizens of southeastern Pennsylvania. We are a community of educators dedicated to developing graduates who succeed personally and professionally and contribute to the common good. WCU proudly offers a positive and purposeful work environment; comprehensive employee benefits including health, vision, and dental insurance along with many wellness programs; a commitment to work-life balance including generous paid vacation, paid sick time, military leave and paid time off for most major holidays; and a University mission to support employee personal and professional growth including a tuition waiver for self and family members, training and development, and advancement opportunities. Reporting directly to the Senior Associate Vice President (SAVP) for Finance and Business Services, the Executive Associate manages and oversees various administrative and fiscal functions which include the handling of budget compliance, managing the fixed asset inventory and surplus property processes, processing financial transactions, and maintaining records. The incumbent will also be involved in managing the SAVP’s calendar, monitoring deadlines, preparing correspondence, and coordinating office logistics. As a conduit liaison within the division, at the direction of the SAVP, the incumbent provides clarity on directives. The Executive Associate serves as point of contact within the division. The incumbent will stay up to date on pertinent university policies advising the SAVP as necessary. The ideal candidate demonstrates strong functional expertise and excellent organizational skills. This person is collaborative and can work independently in a fast-paced, multi-priority, deadline driven, team orientated environment. The candidate will leverage their experience and expertise with the organization’s processes. This person will collaborate with internal and external stakeholders to ensure success.

Requirements

Bachelor’s degree
A minimum of 3 years of experience in managerial and/or administrative support in an office setting
Demonstrated ability to effectively communicate in writing & verbally, and present dynamically to a variety of constituents

Nice To Haves

Understanding of accounting principles and experience with journal entries
Experience with generating and reviewing financial reports
Experience with SAP and BI

Responsibilities

Manages the University’s annual Fixed Asset Physical Inventory Process and act as the Surplus Property Manager
Provides managerial support to the SAVP on a variety of assignments of a confidential nature. This includes conducting independent research, fact gathering, and data analysis.
Provides managerial and administrative projects & committee support to FBS; and works closely with the SAVP and staff to plan, coordinate, and complete projects
Prepares various types of correspondence, reports, minutes, and similar communications for the SAVP FBS; responds to or redirects emails on behalf of the SAVP FBS and monitors all visitors and phone calls for the SAVP FBS
Oversees Finance and Business Services Budget and ensures compliance with university policies; audits budget for accurate charges, transfers, billing, payments and reimbursements, and works with related departments to resolve discrepancies
Communicates effectively, organizes/maintains data and files, and performs well under pressure and constant interruptions
Documents/revises FBS procedures, processes, and policies as well as monitors policy website review dates
Coordinates logistical needs for the department, external auditors, and other campus visitors
Coordinates and ensures prompt responses to requests for information from external parties and other university departments; assists with data collection where possible
Supervises and directs the work of assigned staff, which includes a Fiscal Technician
Organizes special events for FBS
Remains up to date on current university and PASSHE policies, procedures, and administrative tools, including SAP BI Reporting; serves as a department consultant and where necessary, as trainer, for other FBS staff on these policies and tools
Performs other duties as assigned