Job Openings >> Administrative Assistant, VP External Relations & VP Finance and Operations
Administrative Assistant, VP External Relations & VP Finance and Operations
Title:Administrative Assistant, VP External Relations & VP Finance and Operations

Job Summary

Under the direct supervision of the Vice President for External Relations and the Vice President for Finance and Operations, this position provides administrative support to external relations and finance & operations departments.  The assistant is responsible for organizing and initiating best office practices and procedures to contribute to the efficient and responsive operation of the offices.  

Job Duties (but not limited to):

  • Serve as liaison for the external relations and finance & operations offices
  • Effective communication with diverse college constituencies including members of the Board of Trustees, Leadership Council, students, parents and vendors
  • Handle sensitive situations with a caring and respectful nature, and execute and respond to requests in a professional manner
  • Manage the operation of the two offices
  • Prepare draft agendas; take minutes; and transcribe minutes for Investment Committee, Finance Committee, External Relations Committee, and Buildings and Grounds Committees of the Board of Trustees
  • Assist President’s Office as need in preparation of Board Committee meetings
  • Maintain calendar system and scheduling of appointments
  • Manage travel arrangements
  • Records and transcribes divisional meeting minutes for both vice presidents
  • Prepare and handle correspondence both confidential and public
  • Investigate subject matter including donor and prospect research as requested
  • Post call reports and other constituent data in Raiser’s Edge database
  • Work with various academic offices to maintain fine arts inventories for insurance purposes, to include location of all pieces
  • Collect insurance renewal information across various campus offices to assist with renewal input
  • Maintain files on all college contracts. Review renewing contracts comparing with previous agreements and prepare for VPFO’s further review. Calendar agreements for advance notice of renewal.
  • Reconcile credit cards and reimbursements for both vice presidents
  • Maintain budget for the vice president for external relations with the ability to pull budget information for all external relations departments
  • Represent the external relations division at fundraising and community events as needed
  • Receive, sort, and distribute mail and packages for both offices
  • Work with Administrative Assistants to President and Vice President for Academic Affairs to maintain office/copier supplies and materials for efficiencies across all offices on the third floor of Banks
  • Assists other individuals performing administrative functions of the college as prioritized by the vice presidents. 
  • Other roles/duties will be assigned as necessary to assist the college in the attainment of the goals set forth and the enhancement of a positive, respectful learning environment for all staff, faculty and students.

Minimum Qualifications

Bachelor’s degree and three (3) years of clerical, administrative, secretarial or office management experience; or, the equivalent combination of experience, training and/or education.  Prior administrative experience in a college or university setting is preferred.

Knowledge, Skills and Abilities:

  • Strong computer skills with proficient knowledge of Microsoft Suite
  • Excellent written and verbal communication skills
  • Excellent analytic, organizational and problem-solving skills with ability to manage multiple tasks simultaneously 
  • Ability to communicate effectively with faculty, staff, students and all key members of the college and local community.
  • Ability to handle sensitive information in a professional manner and maintain confidentiality
  • Ability to represent the two vice presidents and their offices in a professional manner
  • Ability to balance and prioritize the work of both offices in an efficient and effective manner  
​​​​​​​The job profile document is intended to be generic in nature.  It is not intended to specify all duties and responsibilities of any particular position.  Additional job functions and the need to work a flexible work schedule may vary based on specific requirements of the department and the College.


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