Description

The Executive Assistant to the Vice President for Administration and Finance and CFO provides a range of administrative support and coordination of projects for the CFO.  Responsible for efficiently operating the day-to-day administrative functions in the Administration and Finance areas.  Responsible for maintaining high standards of professionalism, efficiency, personal communication, discretion, and independent judgment.  In working with internal and external contacts, including the Board of Trustees, the executive assistant deals with a wide range of highly sensitive issues under tight deadlines and pressures. 

ESSENTIAL DUTIES AND RESPONSIBILITIES 

• Provides direct administrative and office management support to the CFO’s office and to members of Administration and Finance, as directed. 

• Maintains the CFO’s calendar, schedules meetings, and oversees meeting arrangements, including welcoming visitors, arranging technology resources, and refreshments.   

• Assists in managing project planning software deadlines and deliverables. 

• Maintains Risk Management timeline and deliverables for Administration and Finance as required to meet University objectives and insurance requirements.   

• Manages the CFO’s expense reports. 

• Conducts research and compiles information for reports and presentations pertinent to Administration and Finance operations and strategic objectives.  

• Prepares meeting documents, including drafts of correspondence, spreadsheets, agendas, PowerPoint presentations, organizational charts, and meeting minutes. 

• Assists with preparing quarterly reports for the Executive/Finance Committee and the full Board of Trustees. 

• Reviews documents, reports, and correspondence prepared for executive signature for format, content, grammar, and spelling and makes edits as necessary. 

• Acts as a liaison between the CFO and direct reports and between committee members and staff.   

• Assists extensively with corporate insurance renewals, processing Certificates of Insurance documents and claims, and reviewing and maintaining policies and reports. 

• Prepares and processes personnel action forms, purchase orders, and codes incoming invoices for A/P processing. 

• Regularly assists with budget planning, preparation, execution, and revisions. 

• Assists with contract review and prepares contract termination letters, as requested. 

• Coordinate and obtain signatures for biweekly payables processing and manual payroll checks, including traveling between campuses. 

• Processes and distributes incoming and outgoing mail for finance and accounting. 

• Responsible for administrative compliance with state and local jurisdiction for licensing, permitting, and other related requirements. 

• Develops and refines department forms, policies, procedures, and best practice documents. 

• Scans and copies documents and maintains the CFO's electronic and physical filing systems of financial and legal documents and all contracts, agreements, and reports. 

• Coordinates the appropriate shredding/destruction of confidential materials.  

• Orders and replenishes office supplies as needed. 

• Oversees special projects on behalf of the CFO. 

• Supports a healthy office culture that encourages teamwork, professionalism, positivity, professional development, and high morale among the Administration and Finance teams. 

• Assists with other projects as assigned.   

QUALIFICATION REQUIREMENTS 

To perform this job successfully, an individual must be able to perform each duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

• Five to eight years of professional administrative support experience. 

• Strong administrative skills with proficiency in calendar management, email, and Microsoft Office Suite. 

• Excellent communication and interpersonal skills to interact with diverse stakeholders. 

• Detail-oriented with a focus on accuracy and precision. 

• Understanding of basic financial concepts and terminology. 

• Ability to prioritize tasks and manage multiple projects simultaneously. 

• Discretion and ability to maintain confidentiality. 

EDUCATION AND/OR EXPERIENCE  

• Bachelor’s degree in business administration or related field from an accredited College or University; master’s degree in business administration or related discipline preferred.   

About the University

SEE YOURSELF HERE

Located on a beautiful, seven-acre campus in Fullerton, California, MBKU is an independent, private, non-profit, accredited educational institution. MBKU is home to the Southern California College of Optometry, the School of PA Studies and College of Pharmacy. MBKU owns and operates three health care centers at their clinical teaching facility, Ketchum Health, providing a vision center and PA medical clinic practice in Orange County and second vision center in Los Angeles.

A TRADITION OF EXCELLENCE SINCE 1904

In 1904, Marshall B. Ketchum, MD, opened the Los Angeles School of Ophthalmology and Optometry in Los Angeles. Dr. Ketchum was a visionary entrepreneur and prominent leader in the optometric profession. He made very significant and long-standing contributions in his field of care, in California and throughout the nation.

In the early ‘70s the College moved to its current home in Fullerton, CA and was renamed Southern California College of Optometry. But even the pioneering Dr. Ketchum could not have envisioned his school would grow to become Marshall B. Ketchum University, an independent, private, non-profit, accredited educational institution encompassing multiple disciplines.

BE AT THE FOREFRONT OF HEALTH CARE EDUCATION

Marshall B. Ketchum University offers career opportunities that will put you at the forefront of health care education. You will be provided with learning and advancement opportunities, as well as a culture that recognizes the importance of fun, employee appreciation and a work-life balance.

Our mission is to educate caring, inspired health care professionals who are prepared to deliver collaborative, patient-centric health care in an interprofessional environment. By joining our family, you can help us reimagine the future and inspire future health care leaders.

BENEFITS

MBKU provides an excellent benefits package including medical, dental, and life insurance, free vision exams, short and long term disability, generous paid time off plans, a university-sponsored retirement plan. See our website under Employment for more details regarding benefits of working for MBKU (www.ketchum.edu).

MBKU is an equal opportunity employer; requirements are subject to possible modification to reasonably accommodate individuals with disabilities.

NON-DISCRIMINATION STATEMENT

MBKU is committed to providing an environment in which all individuals are treated with respect and professionalism. In accordance with applicable federal and state laws, it is University policy to prevent the unlawful discrimination against students, applicants for admission, employees, applicants for employment and patients requesting treatment on the basis of race, color, national origin, sex, disability, age or any other characteristic protected by applicable law. The University also prohibits sexual harassment and harassment on any of the above bases (please refer to the Title IX page for more information).

Salary : $68,640 - $72,000