Administrative Assistant to the Vice President for Finance and Operations

Date: March 5, 2024
Title: Administrative Assistant to the Vice President for Finance and Operations

Description: Under the supervision of the Vice President for Finance and Operations, the Administrative Assistant to the Vice President for Finance and Operations is responsible for providing administrative assistance to the Vice President of Finance and Operations as well as other Finance Department staff, including but not limited to reception, telephone answering, scheduling and calendar maintenance, filing, secretarial assistance and other projects as assigned.  Attend meetings and prepare minutes for the meetings of the Board of Trustees Fiscal Resource Management Committee, Facilities Committee, Investment Advisory Committee, and Audit and Compliance Committee.  The Administrative Assistant is also responsible for purchasing for all areas of the College.

Responsibilities

• Answer incoming calls for the VP of Finance and Operations
• Schedule meetings and maintain calendar, file and provide secretarial assistance to the VP and office staff
• Assist with coordination, preparation of materials for Board of Trustee committee meetings.  Attend committee board meetings and provide minutes for those meetings.
• Risk Management
  • Obtain certificates of insurance as requested by campus departments
  • Receive certificates of insurance from vendors and other groups as needed
  • Maintain files of certificates of insurance and track expirations, renewals as needed
  • Maintain property and liability insurance files, monitor minor claims
  • Track company vehicles, titles, insurance, registration, etc.
• Purchasing
  • Process material requisitions as received and issue related purchase orders
  • Follow up with vendors to ensure items are received and accurately entered into computer system
  • Work closely with Accounts Payable Specialist to resolve any vendor discrepancies
• Order office supplies for Student Accounts and Finance Office (12+ staff)
• Ability to create and maintain positive relationships with all internal and external constituents
• As a representative of the College, the employee is expected to comport themselves in a professional manner at all times
• Participation in significant campus activities including Welcome Weekend, True Blue Weekend, and Commencement Weekend
• Expected to comply with all applicable College, Federal, State, local and associational regulations
• Additional job related duties as assigned
• All employees are required to be fully vaccinated for COVID-19 prior to the start of their employment.

Qualifications: Minimum requirements for this position are some College Experience and/or an Associate’s Degree with between 3 and 5 years of experience in a similar position or field.

• Customer service skills
• Professional business writing
• Unceasing patience and a positive attitude
• Detail oriented and organized with secretarial tasks
• Thorough and 100% follow through on tasks
• Ability to prioritize work to meet needs and deadlines
• Working knowledge and proficiency with Gmail, Microsoft Word, Excel, Google Docs, and Zoom
• Some experiences with other computer programs helpful (Colleague, purchasing systems)
• Bookkeeping/Accounting experience helpful
• Ability for extensive multi-tasking

The College strongly recommends that all employees are fully vaccinated against COVID-19 (full course of primary vaccination plus at least one dose of a booster). 

Pay Range: $15.88 - $19.90 per hour

An independent, residential liberal arts college enrolling approximately 1,200 full-time undergraduates, Hartwick embraces the teacher-scholar model, with teaching excellence as the first priority, and seeks to recruit, retain and promote a diverse workforce. The College features a Liberal Arts in Practice general education curriculum and aspires to “be the best at melding liberal arts education with experiential learning.” 

Hartwick operates as a community of learners where there is a very real sense of belonging and connection. By joining Hartwick, you become part of a group of people who work together, share in our successes, and a celebrate our accomplishments. All positions at Hartwick contribute to the education and development of students with the opportunity to see the impact on future leaders—what you do at Hartwick really matters.

Our beautiful 425-acre campus is located in the scenic Susquehanna River valley in Oneonta, New York—a charming town near the northern foothills of the Catskill Mountains. Hartwick offers health benefits to domestic partners of employees, flexible scheduling, opportunities to engage in athletic and cultural events (concerts, exhibits, and lectures) and tuition benefits for eligible employees and their dependents.

Hartwick College prohibits discrimination on the basis of sexual orientation/preference and gender identity/expression and is an Equal Opportunity Employer, committed to broadening “the understanding, awareness, and appreciation of diversity among all members of the Hartwick community.” Women, minorities, and other underrepresented groups are especially encouraged to apply. 

Hartwick College is committed to providing a safe and secure educational and employment environment. Employment at Hartwick College is therefore contingent upon a successful background check on every new employee. Candidates to whom an offer of employment is made will be required to sign a Release of Information Form authorizing the College to conduct a thorough background check.

Hartwick College is committed to a diverse candidate pool, values an inclusive workforce and workplace environment, and wishes to minimize or eliminate the impact of implicit bias during the search and hiring process. 

All applicants are asked to submit the following materials with their online applications:

• A cover letter;
• A resume; 
• A Diversity Statement that addresses how your past and/or potential contributions to diversity will support Hartwick College’s Diversity Statement (https://www.hartwick.edu/campus-life/intercultural-affairs/diversity-at-hartwick/); and
• The names and contact information for three references, with annotation regarding how the reference is related to you and your work (at least one of your references must be from a current and/or previous supervisor).

Review of applications will continue until the position is filled.

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