What are the responsibilities and job description for the Executive Assistant, Finance & Campus Operations position at York College of Pennsylvania?
DESCRIPTION:
The Executive Assistant provides high-level administrative support to both the Vice President of Campus Operations and the Vice President for Finance/CFO, ensuring smooth and efficient operations for the Divisions of Finance & Campus Operations. This role involves managing multiple priorities, coordinating divisional and campus-wide initiatives, and maintaining confidentiality while supporting various operational and financial processes. This position requires expectational organizational, communication, and multitasking skills to interact with students, faculty, staff, trustees, donors, vendors and other stakeholders, ensuring timely and professional responses to all inquiries.
OUTCOME:
Provide exceptional service to the College and to the Divisions of Finance & Campus Operations.
The Executive Assistant provides high-level administrative support to both the Vice President of Campus Operations and the Vice President for Finance/CFO, ensuring smooth and efficient operations for the Divisions of Finance & Campus Operations. This role involves managing multiple priorities, coordinating divisional and campus-wide initiatives, and maintaining confidentiality while supporting various operational and financial processes. This position requires expectational organizational, communication, and multitasking skills to interact with students, faculty, staff, trustees, donors, vendors and other stakeholders, ensuring timely and professional responses to all inquiries.
OUTCOME:
Provide exceptional service to the College and to the Divisions of Finance & Campus Operations.
- Administrative Support – Provide high-level, administrative assistance to both the Vice President of Campus Operations and the Vice President of Finance/CFO, including managing business calendars as well as incoming phone calls, emails, and other requests for assistance; prepare and distribute correspondence, reports, and presentations in a timely and accurate manner. (i.e. board presentations and minutes), and acting as the primary point of contact for office related matters. 22%
- Financial and Budgetary Management – Assist in maintaining the division’s operating and multi-year capital expenses, preparing financial reports and processing purchase requests/orders. 5%
- Budget Coordination – Help coordinate and lead the development and management of the division’s budget while ensuring all purchases are timely and accurate. 5%
- Special Projects & Data Analysis – Lead and support special projects for both the Divisions of Campus Operations and Finance, including data analysis, report generation, and preparing presentations to support decision making. 5%
- Operations Coordination – Assist with campus-wide emergency operations notifications, contractor insurance forms, and record keeping for capital construction and minor renovation projects. 10%
- Leasing & Property Management – Point person for tenant rental properties, recording lease agreements for commercial College-owned properties, completing student rental licenses with local municipalities, and assisting with campus space allocation. 10%
- Confidentiality & Record Keeping – Maintain a comprehensive filing system (paper and electronic), ensuring high levels of confidentially and organization. 10%
- Cross-Divisional Support – Service as a backup administrative support for other executive assistants across the College, ensuring smooth coordination of all divisional activities. 3%
- Board of Trustee Committee Meetings – Attending meetings of the Finance, Investment, Audit and Facilities Committees of the Board of Trustees; record and distribute meting minutes, assist with preparation of meetings agendas and materials. 10%
- Risk Management & Insurance – Act as the point of contact with the College’s risk manager to report claims, coordinate and manage the preparation of annual insurance renewal applications and monitor insurance payments. 10%
- Office Supply Management -Order and maintain office supplies, ensuring cost-effective and timely procurement. 2%
- Safety Committee Involvement – Coordinate and attend monthly Safety Committee meetings, prepare and distribute meeting agenda, record and distribute meeting minutes. 3%
- Other Duties – Perform other task as assigned by the Vice President of Campus Operations or Finance/CFO contributing to the success of the College and divisional objectives. 5%
- High School Diploma; two-year College degree or post-secondary training preferred
- Three to five years administrative support experience with progressive responsibilities, or other relevant experience
- Ability to work cooperatively and relate well to others; excellent interpersonal and communication skills.
- Excellent organization skills with attention to details.
- Excellent verbal and written skills with the ability to collaborate with a wide range of individuals, e.g., students, parents, staff, faculty, trustees, donors, neighbors, and community members.
- Excellent computer skills and proficiency in MS Office.
- Ability to work independently, organize tasks, and meet deadlines.
- Requires a high-level of professionalism and confidentiality
