Executive Assistant - Office of the Vice President for Finance and Administration Location Appleton, WI : REPORTS TO: Vice President for Finance and Administration LOCATION: 1025 E. South River Street, Appleton, WI (Administration Building) PRIMARY OBJECTIVE : The Division of Finance and Administration at Lawrence University seeks a highly organized individual with proven communication and interpersonal relationship skills to support the Vice President for Finance & Administration (VPFA) and other senior leaders of the division. The Executive Assistant is the primary liaison for the VPFA with the campus community on all operational matters. This position provides an opportunity for a proven performer to work collaboratively with all divisional leaders and cross-collaboratively with university departments. The position requires an individual who exercises sound judgment, handles multiple tasks simultaneously, anticipates needs and is a self-starter, and has the ability to operate with a high level of confidentiality. The Executive Assistant provides administrative support and program assistance to the Vice President for Finance and Administration as well as the departments directly reporting to the VPFA (Financial Services, Human Resources, Information Technology, Facilities Operations, Auxiliary Services). In addition, this individual provides administrative support for the following committees of the Board of Trustees: Finance Committee, Buildings and Grounds Subcommittee and Audit Committee. This position will also co-administer the following in collaboration with procurement services: the university's purchasing card program, Staples office supply procurement program, Onriva travel portal, and daily liability insurance needs. DUTIES : 1. Oversee the flow of information to and from the Vice President and his/her direct reports in a timely fashion. Produce general correspondence/documents including letters, recommendations, proposals, reviews, expense reports, disbursement requests, credit card reports, minutes and agendas. Process routine reports and prepare materials as requested. Conduct research on topics as requested. Coordinate contract signing. 2. Communicate with the Vice President and his/her direct reports to assist with problem-solving and meeting the university's needs. 3. Schedule appointments and maintain Outlook calendar for Vice President and other staff as needed. a. Arrange appointments and meetings to include contacting participants, reserving rooms/equipment, catering needs and gathering materials. Use Zoom Conference call software. b. Coordinate travel arrangements as needed. 4. Attend Board of Trustees Committee meetings and prepare agendas and minutes. 5. Co-administer the following programs in collaboration with procurement services: a. Management of all aspects of the purchasing card program. Obtain new cards and conduct orientations, bi-monthly expense transfer to the general ledger, send notifications to card holders, audit all credit card reports, track and file all reports, dispute fraud, maintain credit card limits, maintain spreadsheets and databases, investigate decline issues and others as needed. Recommend repayment and monitor policy issues. b. Management of daily insurance issues, claims, policy inquiries, invoices, annual renewal preparation, certificates of insurance, rental car damage and fleet vehicle damage. c. Management of Staples office supply program. Prepare monthly journal entry and process invoice for payment, maintain user ID list, resolve issues, and provide spending analysis and request on contract pricing. 8. Coordinate administrative and logistical details of WAICU, ACM, Direct Reports and numerous other meetings. 9. Assist with ad-hoc projects and initiatives as needed. 10. Coordinate schedules and travel arrangements for job candidates and other outside visitors. Assist with hiring and orientation of divisional staff as vacancies occur. 11. Update and maintain divisional web pages as needed. 12. Establish and maintain files and records. 13. Open, sort and distribute incoming mail. Prepare outgoing mail as needed. 14. Answer and direct calls. Prioritize calls by determining the nature of each call to assist in accommodating staff and/or students' needs. 15. Other duties as assigned by the Vice President and Associate Vice Presidents of the division. KNOWLEDGE AND SKILLS REQUIRED : 1. Prefer 8 - 10 years previous administrative experience with strong keyboarding skills (75-85 wpm). 2. Prefer a minimum of an earned Associate's degree. 3. Must have high level of integrity and interpersonal skills to handle sensitive and confidential situations. Position requires demonstrated poise, tact and diplomacy. 4. Must be able to interact and communicate effectively with individuals at various levels. 5. Work requires attention to detail in composing and proofreading materials, establishing and meeting deadlines. Must be able to manage multiple priorities and complete tasks on time. 6. Strong knowledge of Microsoft Office software applications. 7. Strong analytical skills with an appreciation for accuracy and attention to detail. 8. Excellent oral and written communication skills. 9. Ability to work independently and with minimum supervision. 10. Penchant for taking initiative and following through on tasks and projects 11. Maturity of perspective and sound judgment in answering questions, solving problems, and referring inquiries. EMPLOYMENT REQUIREMENTS : Must have successful completion of criminal record check, driving record check and reference checks.
