Finance and Administration Assistant

Search Number	# BUS 108
Currently, Albertus Magnus College requires its employees and students to be fully vaccinated against COVID-19

Category	Staff

Type	Full-Time

Campus	New Haven

Overview	The Finance and Administration Assistant will provide executive support to the Interim Vice President for Finance and Administration with a high degree of confidentiality. This includes preparation of financial spreadsheets; documentation and management of unit procedures and policies; special projects; general office duties (report and presentation creation, calendar and travel scheduling, etc.); and other tasks as assigned by the Interim Vice President for Finance and Administration.

Overview

The Finance and Administration Assistant will provide executive support to the Interim Vice President for Finance and Administration with a high degree of confidentiality. This includes preparation of financial spreadsheets; documentation and management of unit procedures and policies; special projects; general office duties (report and presentation creation, calendar and travel scheduling, etc.); and other tasks as assigned by the Interim Vice President for Finance and Administration.

About Albertus Magnus College	Albertus Magnus College thrives as a diverse and dynamic institution serving 1,500 students in three distinct degree programs: traditional undergraduate, accelerated adult undergraduate and master’s degrees. Through its liberal arts and professional educational offerings and its long- standing excellence in student-centered, values-based education, Albertus Magnus College is a shining example of modern day education. The Albertus campus provides a distinctive environment for students, faculty and staff. The College’s 50-acre, park-like campus, within walking distance to downtown New Haven, is located in one of the city’s most distinguished residential neighborhoods, Prospect Hill, which features both early 20th century mansions and modern architectural gems. Numerous academic, student services, and athletic facilities grace the campus, which serve as an attraction to prospective students. The Mission Statement of Albertus Magnus College is to provide men and women with an education that promotes the search for truth in all its dimensions and is practical in its application.

About Albertus Magnus College

Albertus Magnus College thrives as a diverse and dynamic institution serving 1,500 students in three distinct degree programs: traditional undergraduate, accelerated adult undergraduate and master’s degrees. Through its liberal arts and professional educational offerings and its long- standing excellence in student-centered, values-based education, Albertus Magnus College is a shining example of modern day education. The Albertus campus provides a distinctive environment for students, faculty and staff. The College’s 50-acre, park-like campus, within walking distance to downtown New Haven, is located in one of the city’s most distinguished residential neighborhoods, Prospect Hill, which features both early 20th century mansions and modern architectural gems. Numerous academic, student services, and athletic facilities grace the campus, which serve as an attraction to prospective students. The Mission Statement of Albertus Magnus College is to provide men and women with an education that promotes the search for truth in all its dimensions and is practical in its application.

Essential Functions	Schedules and manages the Interim Vice President for Finance and Administration’s calendar, including prioritizing and resolving related conflicts and competing demands Prepares letters/memos, presentations, agendas, reports, special projects, and other documents independently as directed by the Interim Vice President for Finance and Administration Assists in preparing reports to be distributed to senior level management, including but not limited to budgets, payroll, PTO, and other unit matters Takes meeting minutes, prepares summaries and conducts follow-up actions for the Interim Vice President for Finance and Administration. Works closely with the Interim Vice President for Finance and Administration on special projects Constructs and performs calculations using routine spreadsheet applications Prepares financial data for input into finance systems Analyzes, reconciles, balances, and maintains accounting records Coordinates and assists with the budget process Supports and coordinates activities and tasks related to the Audit and Finance & Investment Committees including audit support and setting up meeting arrangements including teleconferences and minute taking as require Completes purchase requisitions, shipping requests, travel expense reports, requests for payment, consultancy agreements, etc. Coordinates, plans, and organizes small-to large-scale meetings Performs other duties as required and/or assigned

Essential Functions

Schedules and manages the Interim Vice President for Finance and Administration’s calendar, including prioritizing and resolving related conflicts and competing demands
Prepares letters/memos, presentations, agendas, reports, special projects, and other documents independently as directed by the Interim Vice President for Finance and Administration
Assists in preparing reports to be distributed to senior level management, including but not limited to budgets, payroll, PTO, and other unit matters
Takes meeting minutes, prepares summaries and conducts follow-up actions for the Interim Vice President for Finance and Administration.
Works closely with the Interim Vice President for Finance and Administration on special projects
Constructs and performs calculations using routine spreadsheet applications
Prepares financial data for input into finance systems
Analyzes, reconciles, balances, and maintains accounting records
Coordinates and assists with the budget process
Supports and coordinates activities and tasks related to the Audit and Finance & Investment Committees including audit support and setting up meeting arrangements including teleconferences and minute taking as require
Completes purchase requisitions, shipping requests, travel expense reports, requests for payment, consultancy agreements, etc.
Coordinates, plans, and organizes small-to large-scale meetings
Performs other duties as required and/or assigned

Qualifications	Proven ability to handle confidential information with discretion and good judgment Mathematical aptitude and interest in finance High level of attention to detail Analytical skills Expert level written and verbal communications skills as well as strong interpersonal communication skills Solid computer skills; willingness to learn and adapt to new software/technology Able to prioritize and complete tasks and proven ability to meet deadlines Adaptable to change; able to work independently and with a team Proactive in approaching problem-solving and presenting possible solutions Ability to understand and interpret policies and procedures as well as apply them with consistency Highly competent in customer/client service and response Ability to multitask and work gracefully under pressure Proficient working with spreadsheet and other productivity tools

Qualifications

Proven ability to handle confidential information with discretion and good judgment
Mathematical aptitude and interest in finance
High level of attention to detail
Analytical skills
Expert level written and verbal communications skills as well as strong interpersonal communication skills
Solid computer skills; willingness to learn and adapt to new software/technology
Able to prioritize and complete tasks and proven ability to meet deadlines
Adaptable to change; able to work independently and with a team
Proactive in approaching problem-solving and presenting possible solutions
Ability to understand and interpret policies and procedures as well as apply them with consistency
Highly competent in customer/client service and response
Ability to multitask and work gracefully under pressure
Proficient working with spreadsheet and other productivity tools

Education	Bachelor’s degree preferred 10 plus years as an Administrative Assistant Required

Knowledge \| Skills \| Abilities	Excellent communication, including grammar, spelling and proofreading, organization, and time management skills Computer skills and proficiency in Microsoft Office Suite; Google suite, and ability to learn enterprise financial systems Maintains professionalism and confidentially at all times Works independently/under pressure and be able to multitask

Special Work Schedule Requirements	Full-time, work hours are Monday to Friday 8:30a.m. to 4:30 p.m.; occasional support on evenings and weekends.

To Apply	Qualified applicants should submit a cover letter, current resume, and contact information for three professional references as one document electronically to hr@albertus.edu. Please reference search # in subject line.

Albertus Magnus College has a strong commitment to the principles and practices of diversity throughout the College community. Albertus Magnus College is an equal opportunity employer and invites all qualified applicants to consider this opportunity and to apply.

Albertus Magnus College is an Equal Opportunity Employer

It is the policy of Albertus Magnus College to comply with applicable federal and state laws regarding equal employment opportunity for all qualified persons so as to prohibit unlawful discrimination and harassment against any employee, intern or applicant for employment because of race, color, religion, sex, pregnancy, age, national origin or ancestry, physical or mental disability, genetic information, veteran status, transgender status, gender identity or expression, sexual orientation, or any other consideration protected by federal, state or local law. Albertus Magnus College promotes the full realization of equal employment opportunity throughout the College. The College forbids all forms of illegal discrimination, harassment or retaliation.