Assistant to Vice President of Administration & Finance
Northern Kentucky University
Location: Highland Heights, Kentucky
Internal Number: 11019
Purpose of Position:
The Assistant to the Vice President for Administration and Finance is responsible under the general supervision of the Vice President, for a variety of professional functions in the management and operation of the Office of Administration and Finance. In addition to providing primary executive assistance to Vice President in the daily execution of their responsibilities, this position has primary responsibility for administrative support and general office management of the VP office.
This position must exhibit a high level of customer relations, communications, writing and organizational skills for dealing effectively with administrators, faculty, staff, students, and the public. High level professionalism and discretion is required, as is the ability to maintain confidentiality.
This position will also provide administrative and operational support to the Division Business Officer and the Chief Financial Officer.
Primary Responsibilities :
Calendar, Travel, and Meeting Management: a. Manages all aspects of the VP's daily and long-range calendar, exercising a high level of professional judgment in balancing conflicting events and issues; keeps VP informed of daily schedule; obtains and provides necessary event and meeting materials. Provides scheduling assistance for the VP and professional staff in VP's units, as needed. b. Obtains appropriate meeting space and technology requirements, including coordination of technical set up for PowerPoint presentations, conference calls, webinars, and other meeting requirements. c. Provides leadership in establishing and coordinating committee meetings involving the VP and/or professional staff with other individuals both internal and external to the institution. d. Provides support in planning, preparing, and disseminating materials or presentations for meetings with executive staff, Board of Regents, CPE, University-community, and others. e. Responsible for travel arrangements, obtaining travel approvals, tracking travel expenses, and preparing reimbursement requests for the VP, Division Business Officer, and the CFO.
Office Management/Administrative Support: a. Serves as liaison and primary communication link for the VP with other executive offices, the division directors, University community, State agency personnel, and other external contacts. b. Screens, logs, and appropriately routes incoming mail, documents, and phone calls. c. Creates internal and external communications in the form of letters, email, announcements, newsletters, Excel spreadsheets and charts, PowerPoint presentations, etc. d. Tracks absence requests and records for VP's direct reports; obtains appropriate approvals. Acts as Time Administrator for CFO as well. e. Reconciles procurement card accounts for self, VP, Division Business Officer, and CFO; prepares monthly procurement account reports for VP's review and approval. f. Responsible for office supply inventory, supply purchasing, printer maintenance and supplies, and other purchase requisitions. g. Submits and tracks IT service requests and facilities-related work orders. h. Maintains office filing and archiving systems for in accordance with the Records Retention policy. i. Hires, trains, and supervises student workers.
Occasional Duties Performed: a. Assists in annual processes conducted within the units and division including, but not limited to, fixed asset inventories, computer replacement program, and key audits. b. Assists as necessary in special projects conducted within the units and division.
Education and Experience: Minimum qualifications include a Bachelor's degree with a major in business management, organizational management or office systems/management plus four years of management level administrative experience.
Required Skills: 1. Proficiency with Microsoft Office with emphasis on the advanced features of Word, Excel, PowerPoint, and Outlook. General experience and competence with computer software. 2. Competence with SAP functions necessary to perform the position requirements. 3. Strong communication, organizational, administrative, and interpersonal skills are necessary, with commitment to customer service excellence. 4. Capacity to perform in a high-intensity environment characterized by critical deadlines and changing priorities. 5. Must be self-directed in performance of multiple and concurrent tasks and projects. 6. High level of professionalism and discretion is required, as is the ability to maintain absolute confidentiality.
Any candidate who is offered this position will be required to go through a pre-employment criminal background check as mandated by state law.
NKU is a growing metropolitan university of more than 14,000 students served by more than 2,000 faculty and staff on a thriving suburban campus near Cincinnati.
Located in the quiet suburb of Highland Heights, Kentucky—just seven miles southeast of Cincinnati—we have become a leader in Greater Cincinnati and Kentucky by providing a private school education for a fraction of the cost.
While we are one of the fastest growing universities in Kentucky, our professors still know our students' names.