OFFICIAL TITLE: Staff Assistant / Assistant to the Vice President for Administration and Finance
SUPERVISION RECEIVED: Vice President for Administration and Finance/CFO
SUPERVISION EXERCISED: May supervise student personnel as assigned
General Statement of Duties: The Assistant to the Vice President for Administration and Finance/CFO, is primarily responsible for assisting the VP/CFO with various administrative and clerical duties which are carried out with accuracy, timeliness, and confidentiality. The incumbent provides general assistance to the Budget and Finance areas and serves as the frontline division representative for all guests. The staff assistant interacts with all University employees, as well as students, external business and community leaders, and has access to highly confidential information and files. They will create and execute projects and tasks on behalf of the VP/CFO and will be expected to coordinate complex activities. The staff assistant will, at times, be working independently to handle a wide range of administrative and executive support tasks with little or no supervision.
Responsibilities: (E) = Essential
1. (E) Manages the VP/CFO's calendar by prioritizing, planning, scheduling, and organizing both onsite and offsite meetings according to importance of topics and evolving, intertwining schedules; anticipates/collects/provides necessary meeting materials, directions and other items required for each activity on the schedule; communicates throughout the day regarding schedule changes and keeps the VP/CFO well-informed of changes in the schedule and upcoming appointments. 2. (E) Composes and prepares written and emailed correspondence, reports, spreadsheets, presentations, and other documents such as agendas, notices, minutes, and resolutions for meetings as directed. 3. (E) Proofreads documents for spelling, grammar, and layout and makes appropriate changes; responsible for accuracy and clarity of final copies. 4. (E) Handles general questions from external constituents such as business partners and vendors, received via phone or email. 5. (E) Orders and maintains office supplies and equipment needs. 6. (E) Prepares and inputs requisitions and purchase orders on behalf of the department for payment to outside vendors; performs contract administration and acts as a record coordinator. 7. (E) Coordinates, receives and interacts with incoming vendors/visitors; acts as a concierge/liaison with visitors. 8. (E) Responsible for coordinating team meetings and events, including but not limited to, scheduling venues, room set-up, materials preparation and distribution, arranging audio/visual needs, ordering food, etc. 9. (E) Manages locations and conference room scheduling, arranges for hospitality/food, and sets up video conferencing/conferencing calling as necessary for internal and external events hosted by the Vice President, and Budget/Finance areas. 10. (E) Ensures urgent concerns and priority correspondence are communicated in a timely and effective manner. 11. (E) Creates, implements, and maintains organized files for archive correspondence and records; provides timely follow up on pending issues. 12. (E) Independently owns and manages special projects as assigned, some of which require discretion and sensitivity. 13. Assists the Budget and Finance staff with various administrative duties and/or projects as needed. 14. (E) Maintains the division web site, prepares and publishes the division newsletter, plans and oversees the division retreat. 15. (E) Performs multiple and varying tasks using various computer programs including but not limited to Google Drives, Colleague, Perceptive Content, WebI, and Microsoft Office Suite; learns new software as necessary. 16. (E) Demonstrates civility and professional, customer-service oriented behavior, worthy of emulation by other staff and students. 17. (E) Responsible for contributing to the WSU Strategic Plan. 18. (E) Responsible for contributing to Equal Opportunity/Affirmative Action objectives. 19. Performs other duties as assigned
1. Associate's Degree 2. 3 - 5 years of experience providing administrative support for a high-level executive, including budget monitoring 3. Demonstrated skillset that includes exceptional customer service, calendar management, excellent attention to detail, ability to prioritize matters and exercise initiative in accomplishing tasks, ability to maintain confidentiality, and work successfully both independently and as a team player. 4. Ability to effectively and strategically manage multiple tasks simultaneously. 5. Ability to adapt to changing priorities and effectively handle frequent interruptions. 6. Superior written and verbal communication skills, and excellent interpersonal skills; comfortable interacting with all persons, at all levels of an organization, both internally and externally. 7. Ability to organize events, conferences, catering and travel arrangements. 8. Advanced knowledge of Microsoft Office Suite and Google Forms; ability to learn new software programs.
1. Bachelor's Degree 2. 5 - 7 years of experience providing administrative support for a high-level executive, including budget monitoring 3. Experience working in higher education 4. Experience with Colleague by Ellucian 5. Experience with Perceptive Content
Worcester State University is an Affirmative Action/Equal Opportunity Employer which seeks to reflect the diversity of its community.
The firm annual salary range for this full-time, NUP position is: $45,000 - $55,000
All applicants must apply online at worcester.interviewexchange.com
Expected documents for submission include a cover letter, resume, and a list of three professional references with contact information. Applicants must complete the National Student Clearinghouse Authorization form or submit the official transcript of highest degree.
All information that can be uploaded to one's e-account should be done so by the applicant; information which cannot may be faxed to 508-929-8169 or emailed to firstname.lastname@example.org, or may be sent to the following address:
Director of Human Resources
Worcester State University
486 Chandler Street
Worcester, MA 01602-2597
Internal Number: 120141
About Worcester State University
WORCESTER STATE UNIVERSITY is a vibrant public university located in the residential west side of Worcester, Massachusetts, the second largest city in New England and home to 38,000 college students at more than a dozen colleges and universities. Situated on a compact 58-acre campus, the University offers 50 undergraduate and graduate academic programs to more than 6,400 students annually. The Princeton Review ranks us as one of the 75 "Best Value" public colleges in the country, as well as a "Best in the Northeast" college.