Executive Administrative and Accounting Assistant

University of Findlay; Findlay (OH); Hybrid; USD 42,000 - 56,000; Full time

Job summary

University of Findlay seeks a full-time administrative professional to provide confidential support to the VPBA, Treasurer, and Financial Services. The role includes calendar management, travel planning, meeting coordination, and handling sensitive information with discretion.

The position also supports accounts payable, vendor relations, and student account operations, while coordinating insurance matters across Business Affairs. Strong MS Office skills are essential.

Qualifications

• High school diploma required.
• One year of administrative office experience.
• Strong technical skills with Microsoft Office applications.

Responsibilities

• Provide confidential administrative support including scheduling and travel arrangements.
• Coordinate and schedule committee meetings and distribute minutes.
• Serve as liaison with internal/external offices and auditors.
• Coordinate insurance matters and manage policies, payments, and claims.
• Assist Accounts Payable and invoicing workflows.
• Support student accounts, receivables, and cashiering functions.
• Oversee cash-to-bank reconciliations and procurement processes.
• Contribute to special projects and prepare reports.

Skills

MS Office

Excel

PowerPoint

Word

Calendar management

Communication

Education

High school diploma

Associate degree preferred

Bachelor's degree preferred

Tools

Microsoft Excel

Microsoft Word

PowerPoint

Job description

Job Description This posting is for a full-time, 12-month, exempt position. This position provides confidential administrative support for the Office of the Vice President for Business Affairs/Treasurer, Financial Services, and Accounting Services. While playing an integral role in the Business Affairs division, this position supports the VPBA directly and serves as the primary point of contact for the VPBA and Business Affairs departments of Accounting & Financial Services. This position answers non-routine correspondence and assembles highly confidential and sensitive information. Deals with a diverse group of internal and external callers and visitors to campus. Independent judgment is required to plan, prioritize and organize diversified workload. This position also acts as the coordinator for all Business Affairs insurance matters.

Essential Functions

• 1. Provides confidential administrative support which includes but is not limited to managing the schedule/calendar; travel arrangements and related reports, preparing related itinerary; screening and handling telephone communications; greeting and directing visitors; managing administrative inquiries as appropriate; attending Board of Trustee committee meetings as assigned and taking committee minutes. Coordinate and schedule meetings of Audit Committee, Investment Committee, and the Business Affairs Committee of the University’s Board of Trustees to include recording, drafting, and distributing meeting agendas and minutes.
• 2. Serves as a primary point of contact and liaison with other offices, individuals, and external institutions to include, but not limited to external auditors, insurance carriers, banks, all levels of University of Findlay personnel, and the Board of Trustees.
• 3. Function as coordinator for all Business Affairs insurance matters. Maintain & track insurance policies, procedures, payments, & claims of The University of Findlay.
• 4. Maintains and coordinates files and required documentation on all University property transactions.
• 5. Serves as Contract Coordinator for university contracts.
• 6. Assist in Accounts Payable workflow process, supplier invoice processing, updates in invoices processing, TIN matching.
• 7. Vendor relationship management, as well as campus communication.
• 8. Ensure all university communications pertaining to student account-related policies and procedures are current and accurate.
• 9. Participate in a wide variety of special projects and compile a variety of special reports.
• 10. Reconcile Monthly Billing
• 11. Assist in the university procurement, procurement card program, and institutional expense reports process (university travel). As well as reconciliations between cost center accounts and procurement
• 12. Assist in the overall operations of student accounts, receivables, and cashiering functions of the university.
• 13. Oversee the Cash to Bank weekly reconciliation process.
• 14. Perform other duties as assigned.

Competencies

• 1. Technical Capacity. Strong Excel, Power Point and Word acumen.
• 2. Initiative-taker, Must be able to work and think independently.
• 3. Initiative-taking and solution-seeking.
• 4. Personal Effectiveness/Credibility.
• 5. Thoroughness.
• 6. Collaboration Skills.
• 7. Communication Proficiency.
• 8. Flexibility.

Supervisory Responsibility

This position does not have supervisory responsibilities.

Work Environment

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

Physical Demands

This is largely a sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend, or stand, as necessary.

Position Type and Expected Hours of Work

This is a full-time 12-month position, and general hours of work and days are Monday through Friday, 8:00 a.m. to 5:00 p.m.

Travel

No travel is expected for this position.

Required Education and Experience

• 1. High school diploma required.
• 2. One year of administrative office experience.
• 3. Strong technical skills, including regular use of Microsoft Office applications.

Preferred Education and Experience

• 1. An associate degree or a bachelor's degree in business or accounting is preferred.
• 2. Two to three years of administrative office experience preferred.

The University of Findlay is an affirmative action/Equal Opportunity Educator and Employer. It is the university's policy to prohibit discrimination and provide equal opportunity to all employees and applicants for employment, without regard to their race, sex (including gender identity/expression), color, religion, ancestry, national origin, age, disability, veteran status, military or sexual orientation.

Diversity Statement

University of Findlay cultivates the potential within each student through academic excellence, transformative experiences and a supportive community that is grounded in the Christian faith. The University is known not only for science, health professions, animal science and equestrian studies programs, but also for cultivating the next generation of business leaders, educators and innovative thinkers through a dedication to experiential learning, both in and outside of the classroom.

Established in 1882 through a joint partnership between the Churches of God, General Counsel and the city of Findlay, the University of Findlay has 80+ majors leading to baccalaureate degrees and offers 12 master’s degrees, a doctor of pharmacy, a doctor of education, a doctor of education in school psychology, a doctor of physical therapy and a doctor of occupational therapy. More than 3,700 students are enrolled at Findlay. In addition, our faculty and staff strive to create a supportive community in which our students grow and find their path to a meaningful life and productive career. As a member of the city of Findlay, you will have the opportunity to be a part of the top ranked micropolitan community in the United States. Our small city offers so much to professionals like yourself, including a robust business climate, active downtown, and top-rated schools and parks.

For more information on the University of Findlay, visit http://www.findlay.edu.