Administrative Assistant University of Puget Sound
ID
100396
Job Locations
US-WA-Tacoma
Category
Administrative
Company
University of Puget Sound
At a glance
Are you an experienced administrative professional? The University of Puget Sound is recruiting an Administrative Assistant supporting the Executive Vice President and Chief Financial Officer. In this role, you'll work independently and collaboratively to execute a broad portfolio of administrative functions. This is a great opportunity to gain experience and make an impact. Learn more and apply today!
Description: What you'll be doing
Another Source's client, the University of Puget Sound, is recruiting an Administrative Assistant supporting the Executive Vice President and Chief Financial Officer. This role will join their team on the campus in Tacoma, WA.
Here is more about the University of Puget Sound and position they are hiring for:
Founded in 1888 in a vibrant port city in the Pacific Northwest and designated as one of only 40 Colleges That Change Lives, the University of Puget Sound is an independent, residential, and predominantly undergraduate liberal arts college, with graduate programs in education and health sciences.
Learn More:
https://www.pugetsound.edu/about/
https://twitter.com/univpugetsound
https://www.facebook.com/univpugetsound/
Position Summary:
The Assistant to the Executive Vice President and Chief Financial Officer provides professional administrative support to the Executive Vice President and Chief Financial Officer (EVP/CFO) and works independently and collaboratively to execute a broad portfolio of administrative functions.
Essential Job Functions and Responsibilities:
Represents Finance and Administration in communications with a diverse set of internal and external constituents, serving as first point of contact for the EVP/CFO. Develops and maintains a working knowledge of the Finance and Administration division, including personnel, departments, functions, and services. Engages constituents in a courteous, professional and welcoming manner, exercising sound judgement, accurately responding to inquiries, and making appropriate referrals. Coordinates and collaborates with other executive/administrative assistants to ensure smooth operations and a high level of service.
Facilitates efficient utilization of the EVP/CFO's time through development and coordination of a complex calendar. Maintains calendar of appointments for the EVP/CFO using MS Outlook Exchange. Schedules and coordinates one-on-one, team, and committee meetings/gatherings. Receives and responds to meeting requests on behalf of EVP/CFO and assists Finance and Administration leadership team with scheduling requests. Anticipates issues and gathers information needed as background for EVP/CFO meetings and decisions.Reserves campus meeting rooms, establishes web conferencing, and arranges for refreshments and other meeting logistics as applicable.
Anticipate the needs of the EVP/CFO and Finance and Administration leadership team and takes initiative to meet those needs.
Collaborates with the Office of University Counsel and EVP/CFO to coordinates logistics for Board of Trustees committees staffed by the EVP/CFO and/or members of the EVP/CFO's leadership team (Finance and Facilities Committee, Facilities Subcommittee, Investment Subcommittee, Real Estate Subcommittee, Audit Committee, Compensation Committee, Ad Hoc Bond Committee and other ad hoc committees). Includes scheduling, corresponding with committee members and/or their administrative assistants, proofing materials; compiling and digitally organizing meeting materials, and maintaining confidentiality.
Works with EVP/CFO and Provost to support the annual collaborative budget recommendation process. Manages logistics for the Budget Task Force, including scheduling of meetings and presentations throughout fall semester; preparing, compiling, organizing, and distributing materials; and communicating with members of and presenters to the task force.
Performs monthly online reconciliations of Purchasing Card (P-Card) statements for self and EVP/CFO, including gathering and scanning of receipts, and coding of expenditures. Reviews EVP/CFO's seven direct reports' P-Card statements to ensure everything is in order prior to EVP/CFO's approval. Reviews and approves approximately five P-Card statements for student government officers and alerts EVP/CFO to anything unusual.
Serves as the university's liaison for Independent Colleges of Washington's Alaska Air gift-in-kind travel voucher program and coordinates use of vouchers within the university.
Performs special projects as assigned. Researches, gathers, and summarizes information, and creates document summaries and visual representations of data (e.g. charts/graphs) using Excel, Word, and PowerPoint.
Manages the EVP/CFO office budget, drafting initial budget for EVP/CFO approval, monitoring office expenditures relative to budget, and alerting EVP/CFO to potential variances. Prepares disbursement requests for EVP/CFO office and institutional memberships for EVP/CFO review and approval, and ensures timely delivery of payment requests to Accounts Payable.
Maintains currency of Finance and Administration website and makes suggestions for improvements.
Maintains the Jones 010 conference room calendar via the 25Live scheduling system and responds to scheduling requests.
Proofs, formats, and sends approved email messages to all staff on behalf of authorized parties via Outlook system. Serves as back-up to other administrative staff authorized to send messages to all faculty, all students, or all three constituent groups.
Provides administrative and coordination support for employment searches for certain leadership positions in collaboration with Human Resources.
Performs a broad range of other administrative duties including managing incoming/outgoing mail, maintaining hardcopy and digital files, managing office supplies, overseeing copier functionality and supplies, initiating technology service requests, making conference and travel arrangements, composing and preparing correspondence, and scanning and copying documents, among others.
Maintain confidentiality at all times and handle sensitive information with discretion.
Multi-task with grace in a fast-paced environment.
Other duties as assigned.
Qualifications:
Commitment to Puget Sound's mission.
Ability to respectfully work, communicate and provide leadership within a diverse campus community.
Post-secondary education preferred; high school diploma required
Five years or more years of administrative experience, preferably supporting a senior level executive.
High degree of integrity and confidential treatment of sensitive information.
Consistently represent the EVP/CFO, Finance and Administration division, and university in a professional manner, always maintaining composure and maintaining positive working relationships. Professional, personable, and friendly demeanor. Excellent "customer service" skills.
Quick learner who is comfortable and skilled with fast-paced instructions and work production.Ability to think quickly and act appropriately, including in emergency and time-sensitive situations.
Requires exceptional organizational skills, follow-through, and ability to multi-task.
Ability to take initiative, work independently and collaborate with others.
Ability to be flexible and adapt to changes as they arise.
Strong problem-solving skills and decision-making capability.
Impeccable attention to detail and accuracy.
Must work well under time constraints and meet deadlines. Occasionally work extra hours as requested and agreed upon with EVP/CFO.
Strong computer skills, including internet, webpage maintenance, Microsoft Office (Word, Excel, PowerPoint), e-mail, shared files, Google Suite, Zoom, and web-based applications. Ability to learn new software and systems.
Highly effective oral and written communication skills.
Puget Sound offers a generous benefits package. For more information, visit:
https://pugetsound.edu/human-resources/benefits
All offers of employment are contingent on successful completion of all requiredbackground checksand if applicable for the position, drug screen, physical test and functional assessment. All new hires will be required to submit proof of COVID-19 vaccination or approved exemption.
Diversity Statement:
We acknowledgethe richness of commonalities and differences we share as a university community; the intrinsic worth of all who work and study here; that education is enhanced by investigation of and reflection upon multiple perspectives.
We aspireto create respect for and appreciation of all persons as a key characteristic of our campus community; to increase the diversity of all parts of our University community through commitment to diversity in our recruitment and retention efforts; to foster a spirit of openness to active engagement among all members of our campus community.
We actto achieve an environment that welcomes and supports diversity; to ensure full educational opportunity for all who teach and learn here; to prepare effectively citizen-leaders for a pluralistic world.
Puget Sound is committed to an environment that welcomes and supports diversity. We seek diversity of identity, thought, perspective, and background in our students, faculty, and staff. To learn more please visit:https://pugetsound.edu/about-puget-sound-0/mission-core-values/institutional-equity-diversity
The University of Puget Sound is an equal opportunity employer.
Another Source works with their clients, on a retained project basis, to maximize the recruiting process.
