Executive Financial Assistant

Ball State University•Muncie, IN

20h•Onsite

About The Position

Join Our Team: Executive Financial Assistant. Are you ready to be part of a unified team dedicated to transforming higher education? Our foundation is breaking down barriers between advancement, alumni relations, and stewardship to create a cohesive environment where philanthropy and innovative partnerships thrive. This is your chance to make a significant impact as we fulfill Our Call to Beneficence: The Campaign for Ball State University, aimed at elevating student support both financially and academically. Why Join Us? -Dynamic Team Environment: Collaborate with passionate professionals who are committed to our mission. -Cutting-Edge Initiatives: Be at the forefront of redefining philanthropy in education. -Unified Structure: Work within a seamless organization with no barriers between key departments. -Supportive Culture: A high-achieving work environment that values camaraderie and collaboration. -Impactful Work: A mission that changes lives through education and philanthropy. The Executive Financial Assistant is an essential contributor to our accounts payable operations and donor fund withdrawal process. We’re looking for someone who is organized, detail driven, and inspired by the mission of Ball State University. If that sounds like you, we’d love to welcome you to our team. Join us as we empower students to discover their purpose, pursue their aspirations, and build meaningful lives. Candidates for searches must have current authorization to be employed in the United States without employer sponsorship.

Requirements

Associates degree or equivalent experience with accounting or business administration. An equivalent combination of education and experience may be considered.
One to three years of experience in accounting and/or accounts payable or office administration.
Proficient in Microsoft Office with a strong emphasis in Excel.
Accurate and detail oriented; good communication skills and ability to work independently; experience working with confidential information.
Competency with general ledger accounting and accounting software; excellent written and oral communication skills.

Nice To Haves

Bachelor’s degree in accounting, business administration or related field.
Over five years of experience in accounting and/or accounts payable or office administration; experience working in a non-profit organization.

Responsibilities

Serve as financial assistant in administering the accounts payable process; analyze withdrawal/check requests for accuracy ensure donor intent and appropriate fund balance; daily entry of requests in to the financial system; oversee the production of weekly checks and emergency checks, respond to questions from vendors regarding payments; ensure cash requirements are met for check processing; collate and distribute checks.
Prepare the monthly ACH to the University; process expenses related to University services; develop tools to assist in auditing charges; record all charges appropriately; provide documentation to Office of University Controller.
Interpret and review Ball State University Foundation fund agreements to ensure compliance with respect to donor intention, requirements, expectations and fund balance.
Assist with the Ball State University Foundation credit card program; work with the Assistant Controller on monthly transaction receipts, research transactions as needed, send needed communications to card holders; ensure timely payments, verify compliance with Foundation Credit card policy.
Assist with processing unclaimed property/stale checks; monitor state checks received; void and reissue checks with appropriate; remit funds to state as necessary; assist with state reporting as needed.
Assist with processing 1099’s for the Foundation and all related entities; run appropriate reports and review to ensure transactions are recorded/reported appropriately; make any needed corrections.
As needed, assist with yearly audit for the Foundation and all related entities; compile needed documentation as requested.
Provide executive support and assistance to the Foundation Finance team; compose, coordinate, and prepare correspondence, forms, reports, and communications to any and all inside and outside entities; recommend, plan, and execute changes in procedures for improved efficiency; maintain procedure manuals related to areas of responsibility.
Perform a variety of other administrative duties including but not limited to ordering of office supplies, work order request, outside purchasing.
Perform other related duties as assigned.
Maintain regular and predictable attendance.

Benefits

paid 10 to 24 vacation days
12 sick days
10 holidays a year
paid parental leave (6 weeks)
affordable health and dental insurance
robust long-term disability and life insurance plans
a range of retirement benefits
cover 90 percent of your child's (or children's) undergraduate college tuition at Ball State
cover 100 percent of the tuition costs for you to earn your undergraduate degree
cover 80 percent of your graduate tuition
comprehensive medical and dental plans
a Health Savings Account (which we contribute to)
a whole range of wellness, retirement, and other benefits like covering the cost of tuition at Ball State for you and your family.