Administrative Assistant to the Vice President for Finance

Hood College; Frederick (MD); On-site; USD 27,000 - 30,000; Part time

Job summary

Hood College is seeking a part-time administrative assistant to support the Vice President for Finance. The role requires strong organization, discretion, and the ability to manage multiple priorities in a fast-paced environment, leveraging MS Office and OneDrive to improve efficiency.

The successful candidate will handle calendar management,Prepare reports, coordinate meetings, and serve as a professional liaison with campus partners and external stakeholders.

Qualifications

• Candidates should be highly organized with strong attention to detail.
• Experience supporting executive offices is preferred.
• Ability to manage multiple priorities in a fast-paced environment.

Responsibilities

• Coordinate VP's calendar, meetings, and travel as needed.
• Prepare materials and summaries for meetings.
• Maintain confidential information and correspondence.
• Track timelines, deadlines, and action items for direct reports.

Skills

Organizational skills

Time management

Communication skills

Confidentiality

Service orientation

Education

Bachelor's degree

Tools

MS Office

OneDrive

Teams

Outlook

Job description

Position Summary

Under the direction of the Vice President for Finance, Hood Collegeseeks a highly organized, detail-oriented, and service-focusedpart-time administrative assistant to provide administrative andoperational support to the Vice President. The qualified candidatewill have advanced business acumen to professionally handlemultiple priorities within a fast-paced environment; leveragetechnology to improve efficiency, maintain internal controls, andprovide high-level administrative and analytical support; deliverhigh-quality service; provide high-level administrative andanalytical support to the Vice President and, when necessary,Senior Team and Board of Trustees; handle confidential information;manage correspondence and track project timelines and deadlines.Evening and weekend hours may be required on occasion toaccommodate special projects.

Essential duties

include the following, although otherduties may be assigned.

Communication, Coordination, and Prioritization (25%)

• Manage and prioritize incoming communications, requests,documents, and transactions, while providing a welcoming front-lineservice to Hood’s students, faculty, staff, trustees, alumni,consultants, contractors, and the external community.
• Prioritize inflows based on urgency, deadlines, strategicgoals, and financial impact.
• Respond to inquiries on behalf of the Vice President or directinquires to other staff as needed, prepare responses for the VicePresident’s signature.
• Summarize inflows for action or decision making by the VicePresident.

Calendar & Time Management (15%)

• Manage the Vice President's calendar, coordinating recurringgovernance, budget, audit, reporting, and leadership activities,including:
  • Board of Trustees’ meetings (October, March, and June)
  • Board of Trustees’ Committee meetings, including the Financeand Facilities Committee, Investment Subcommittee (July, November,January, and April), and Audit and Risk Management Committee
  • Senior Team meetings (weekly)
  • Planning, Budgeting, and Assessment Committee (PBAC) (primarilybiweekly during the academic year)
  • Annual Audit
  • Monthly and quarterly financial reporting
  • MICUA reporting timelines and deadlines
  • Regular meetings with Direct Reports (Controller, ChiefInformation Officer, Director of Facilities, Director of BusinessServices, and Director of Capital Projects)
• Monitor Hood College calendars and adjust the Vice President’scalendar appropriately.
• Coordinate monthly “look ahead” calendar for the Vice Presidentand Direct Reports. Provide updates for monthly direct reportsmeetings.
• Anticipate and resolve competing demands and scheduleconflicts.
• Assign meetings, events, and tasks to others when the VicePresident is not available.
• Tracks deadlines with Direct Reports and send reminders toensure deadlines are met.

Meeting Preparation, Support, Briefing, and Follow-up (50%)

• Coordinate meeting agendas, logistics, room reservations, andpreparation of materials.
• Compile reports and analyses to support meeting preparation anddecision-making.
• Create concise briefings with key data.
• Create spreadsheets, supporting graphics, and PowerPointpresentations.
• Compose and prepare confidential correspondence, reports, andother complex documents.
• Flag concerns or missing information.
• Prepare and organize meeting materials, including committeereports and the Annual Budget
• Ensure meeting rooms and systems are ready (ex. Board ofTrustees Committee meetings, PBAC meetings).
• Take meeting notes and prepare minutes.
• Track and assist with follow-up work and coordination withDirect Reports and others.

Office Organization and Workflow Optimization (10%)

• Recommend process improvements that strengthen internalcontrols and operational efficiency.
• Update and improve web pages for the Vice President’s andDirect Report’s offices.
• Organize and file documents, including migration andsimplification of filing to OneDrive.

Additional Expectations

• Exercise sound judgment, professionalism, and confidentialitywhile handling sensitive and strategic information.
• Anticipate executive needs, manage competing priorities, andserve as an effective liaison with internal and externalstakeholders.
• Demonstrate exceptional organizational, project management, andcommunication skills while managing multiple priorities andcompeting deadlines.
• Serve as an effective liaison between the Vice President andinternal and external stakeholders, fostering collaborative,responsive, and professional working relationships.

Qualifications

We seek a candidate who values diversity, equity, and inclusion inall that they do. Candidates must have strong organizational skillsand a proven ability to work collaboratively with partners acrosscampus in support of Hood College’s mission as a student-centered,liberal arts institution.

To perform this job successfully, the individual must be able toperform each essential duty satisfactorily. The requirements listedbelow are representative of the knowledge, skill, and/or abilityrequired.

Education and/or Experience

MinimumRequirements/Qualifications

Bachelors’ degree with 2-3 years office experience preferred,preferably in a higher education environment, or satisfactorycombination of education and/or experience. Experience with officemanagement and bookkeeping functions is essential. The successfulapplicant must be highly service-oriented; must be able to work andcommunicate effectively with individuals from all levels of theorganization and outside; must be capable of independent work andjudgment; must have the ability to exercise strong time managementtechniques and accomplish responsibilities with enthusiasm anddedication.

Notary public certification preferred.

Preferred Skills and Characteristics

Technology Skills

Proficient in MS Office tools (Microsoft Word, Excel, PowerPoint,Outlook, OneDrive, and Teams), e-mail and Internet. Ability tolearn new applications quickly including organization-wideinformation systems and department-specific softwareapplications.

Language Skills

Strong oral and written communication skills. Ability toeffectively provide information and positively respond to questionsfrom both external and internal customers both in person and byphone. Ability to write routine reports and correspondence.

Mathematical Skills

Proficient with statistical and financial concepts. Must have theability to apply those concepts to tracking, projections and goalsetting and interpreting reports. Must be able to draw conclusionsfrom reports and make cost-effective decisions regardingprograms.

Reasoning Ability

Ability to solve practical problems and deal with a number ofconcrete variables in situations where only limited standardizationexists. Ability to interpret a variety of instructions furnished inwritten, oral, diagram, or schedule form. Ability to workindependently and as a member of a group in developing andexecuting project plans. Ability to work in theoretical arena andapply logic as appropriate.

Physical Demands

The physical demands described here are representative of thosethat must be met by an employee to successfully perform theessential functions of this job. While performing the duties ofthis job, the employee is frequently required to stand; walk; usefingers, hands, reach with hands and arms; and talk and hear. Theemployee is required to sit. The employee may occasionally berequired to stand and lift and move up to twenty-five pounds.Specific vision abilities required include close vision. Reasonableaccommodations may be made to enable individuals with disabilitiesto perform essential functions.

Work Environment

The work environment described here is representative of what anemployee will encounter while performing the essential functions ofthis job. The noise level is usually moderate, and could includeinteraction with other employees, students, the public, telephones,and other office equipment.

Compensation

This is a part-time position with an annual starting salary rangeof $27,000 - $30,000 depending on circumstances including anapplicant’s skills and qualifications, certain degrees andcertifications, prior job experience, training, and other relevantfactors. Hood College has provided a compensation rangerepresenting its good faith estimate of what the College may payfor the position at the time of posting. The College may ultimatelypay more or less than the posted compensation range. Hood Collegeoffers excellent benefits , including medical,dental, vision, retirement, paid time off, and tuition benefits.Learn more about Hood College .

Work Hours

Administrative work hours at the College are 8:30-5:00 during theacademic year, and 8:00-5:00 during the summer when offices areclosed on Fridays. As such, this part-time (25 hrs/week) on-campusposition will span those hours to support the Vice President’soffice. On rare occasions, some evening and weekend work may benecessary.

Hood College does not discriminate on the basis of sex, race,color, national origin, sexual orientation, gender identity orgender expression, marital status, pregnancy, disability, religion,or age in recruitment, admission and access to, or treatment, oremployment in its programs, services, benefits, and activities asrequired by applicable laws including Title IX of the EducationalAmendments of 1972 and Section 504 of the Rehabilitation Act of1973, and complies with the law regarding reasonable accommodationfor disabled applicants and students. Inquiries aboutdiscrimination or reasonable accommodation should be referred tothe Coordinator for Title IX, Alumnae Hall, 401 Rosemont Avenue,Frederick, MD 21701 (AD 308), [phone]. For completeinformation on Hood College's nondiscrimination policy, pleasevisit http://www.hood.edu/non-discrimination/.