Executive Assistant for Finance - Military Veterans

The Executive Assistant for Finance will primarily be responsible for the complex task of reconciling daily bank transactions, which involves analyzing large sets of student data. Additionally, they will provide administrative support to the Vice President of Finance & Facilities, the Controller, and others in the business office. This includes coordinating division activities, assisting in the preparation of finance reports, handling divisional purchases and invoices, and managing special projects. The Executive Assistant will also prepare and post files, establish new user access, and provide training and support to budget holders across campus.

This position is responsible for:

• Maintaining calendars, travel arrangements, logistics, and appointments for the Vice President of Finance & Facilities, the Controller, and others in the business office.
• Assisting the Vice President, the Controller, and others by screening mail, phone calls, and visitors; handling matters and answering questions or referring them to other offices as appropriate. Serving as a communication link to staff, faculty, and other administrators.
• Reviewing, resolving discrepancies, and reconciling daily bank transactions and student accounts receivable balances for the university.
• Preparing, analyzing, and coordinating reports and other materials for submission.
• Providing training and support to budget holders across campus regarding their budget, purchasing, invoicing, travel, or utilizing their purchasing card. A strong understanding of business processes and functions is required.
• Coordinating, preparing, and updating the transfer of information pertaining to organizational structures, board minutes, by-laws, regulations, and other university documentation as requested.
• Assisting with preparing and gathering documents needed for the external audit, including invoices, purchase orders, purchasing card history, schedules of revenue/expenses, general ledger detail, personnel records, etc.
• Serving as a notary public for the university and maintaining licensure.
• Performing other administrative support responsibilities such as maintaining the division?s external websites, record management, office organization, etc.

• Bachelor?s Degree
• Minimum 3 years of relevant experience in a finance, accounting, or related business office position.
• Experience analyzing complex financial transactions and reconciling large data sets.
• Experience handling financial documents like invoices, purchase orders, travel expenses, and reimbursements.
• Experience utilizing Microsoft Excel to organize and reconcile data. Familiar with excel functions and pivot tables.
• Knowledge of accounting software/programs (SAP preferred).
• Experience working in a high-volume work environment with frequent interruptions.
• Strong attention to detail and ability to maintain a high degree of accuracy and thoroughness.
• Excellent verbal and written communication skills.

• Experience in Higher Education
• Experience providing executive support
• Fluency in Spanish at a native speaker level
• Experience working with confidential and sensitive information