What are the responsibilities and job description for the Executive Administrative Assistant to Vice President and CFO position at St. Olaf College?
ST OLAF COLLEGE JOB DESCRIPTION
Position Title: Executive Administrative Assistant to the VP/Chief Financial Officer
Department: Finance Office
Reports to: Vice President and Chief Financial Officer
Classification: Exempt FTE: 1.0 Date: January 27, 2025
Salary: $56,000 - $62,934.00
Essential Job Duties:
1. Administrative Support
- Compile, screen, and prioritize incoming correspondence and calendar schedules for the
VP and finance office staff. - Coordinate execution of contractual agreements and maintain the contract database.
- Serve as notary public for the College.
- Coordinate data collection for renewal of the College’s insurance policies and maintain
insurance property schedules. - Coordinate all travel arrangements, including expense and mileage reports for VP and
finance office staff. - Prioritize, compose, edit and format documents on own initiative or when directed.
Complete special projects and reports as VP may require.
Serve as recorder for select college committees staffed by VP as requested (Budget
Advisory, Dining Advisory, Sustainability, etc.). - Serve as a member of the CFO team and team meetings
Maintain and manage the CFO Team’s Workplan tracking (through shared files and/or
project management software). - Fleet management support, including working with Auxiliaries to coordinate driver
authorization requests and maintain the driver database, and Maintain the list of College-
owned vehicles and coordinate license tab renewals.
2. Office Management
- Maintain the finance area websites.
- Manage the day-to-day operations of the finance office including office supply inventory
and coordinating office tasks. - Serve as the first point of contact for the CFO team for faculty/staff, community, students
and all others. - Manage student workers in projects supporting the CFO team.
3. Board of Regents Support
- Coordinate meeting logistics for Investment, Finance, Audit, and Buildings & Grounds
Committees. - Compile meeting materials for Investment, Finance, Audit, and Buildings & Grounds
Committees. - Serve as recorder and minute taker for these Board committees.
- Support, respect, and commit to embracing diverse backgrounds, values, and points of view
to build a strong and inclusive community. - Complete and meet deadlines for required training and performance management cycle.
- Perform other duties as assigned (such as event support).
Work Schedule:
- Term: Year-round
Shift: The standard 40-hour work schedule is Monday - Friday, 8:00 am - 5:00 pm; flexible
work arrangements can be proposed and are subject to approval by HR and relevant
supervisors.
Required Qualifications:
- Education: Associate’s degree or equivalent work experience.
- Experience: 3 years administrative support experience in an office environment with
increasing levels of responsibility; - Demonstrated proficiency in word processing, spreadsheet, and presentation software; ability to exercise confidential and professional discretion in dealing
with sensitive and/or critical information; ability to assess new situations independently and to
respond appropriately.
Preferred Qualifications :
- Education: Bachelor’s degree.
Experience: 5 years of administrative support experience; experience supporting director level
or higher.
Prerequisites :
Employment in this position is conditioned upon successful completion of a background check
which may include: criminal background checks, reference checks, verification of work history, verification of any required academic credentials, licenses, and/or certifications, a motor vehicle check, verification of DOT certification, a credit check, employment eligibility verification, and/or a pre-employment physical.
Whether a background check is deemed successfully completed will be at the sole discretion of St. Olaf College. Please note that St. Olaf College reserves the
right to conduct periodic background checks at its sole discretion.
Disclaimer:
This job description is for general information purposes. It is not intended to list all duties and
responsibilities of the position. This job description is subject to change at any time, with or
without prior notice, by St. Olaf College.
Salary : $56,000 - $62,934