Executive Assistant to Vice President of Finance, Technology, and Administration/CFO

Framingham State University; Framingham (MA); On-site; USD 65,000 - 72,000; Full time

Job summary

Framingham State University seeks an Administrative Assistant to support the Vice President of Finance, Technology, and Administration. The role involves managing calendars, coordinating meetings, and performing administrative duties. This full-time position offers a salary ranging from $65,000 to $72,000, emphasizing organization and communication skills. Applications are encouraged from candidates committed to diversity and inclusion.

Qualifications

• Minimum of four years of professional office experience required.
• Knowledge of higher education principles preferred.
• Some accounting or bookkeeping experience desired.

Responsibilities

• Acts as point of contact for the VP of Finance.
• Coordinates meetings and maintains office files.
• Performs accounting duties and manages budget requests.

Skills

Organized

Detail-oriented

Communication skills

Education

Bachelor's degree

Tools

Microsoft Office Suite

Zoom

Microsoft Teams

Job description

About Framingham State University:

Framingham State University was founded in 1839 for a singular purpose - meeting a public need to promote the public good. At our founding as the nation's first public normal school, that need was for comprehensively educated public school teachers who would, in turn, promote an educated citizenry. FSU continues to offer exceptional teacher education programs and, while we are proud of our roots as a teachers' college, we have grown far beyond them. Public need continues to evolve and FSU right along with it. Our students and alumni are making waves in the fashion industry, designing nutrition plans for professional athletes, writing for major media and news organizations, and working for Fortune 500 companies right here in Framingham. FSU is unapologetically a public institution offering accessible, affordable educational opportunities that integrate an academically challenging liberal arts education with workforce preparation programs, in a highly personalized teaching environment. Our programs have expanded but our purpose and commitment to public education for the public good remain steadfast.

At FSU, we are deeply committed to inclusive excellence and strive to promote a culture of antiracism, encouraging a challenging yet collaborative learning environment, and providing culturally relevant education. FSU is designated as an emerging Hispanic-Serving Institution by the Hispanic Association of Colleges and Universities and also belongs to the Howard Hughes Medical Institute (HHMI) Inclusive Excellence community, providing national leadership in science education and exploring strategies that will lead to more inclusive science education. We are honored that our commitment earned FSU six Higher Education Excellence in Diversity (HEED) Awards from INSIGHT Into Diversity. We encourage applications from those who share our commitment to promoting a diverse, welcoming, and inclusive community.

FSU currently enrolls about 3,000 undergraduate and 1,000 graduate and professional students, offers 39 undergraduate majors, and enrolls 41% BIPOC students in our undergraduate programs. Ideally situated between Boston and Worcester, FSU and the surrounding area are steeped in history, achievement, and innovation and provide access to urban hotspots, verdant landscapes, natural and cultural amenities, and diverse communities.

Our founding motto, LIVE TO THE TRUTH, was said at the end of each class by beloved first principal, Cyrus Peirce, who sought to discover and teach "truth in theory and principle...truth in spirit and motive...truth in manner and form...truth intellectual and truth moral." Early leaders found this motto "speaks of sincerity of spirit...of intensity of effort, of resolution to succeed, of joy in achievement." LIVE TO THE TRUTH aptly reflects our past and our pledge for the future as it continues to guide our institution in practice and endeavor. If you share in this quest for truth and a commitment to living it fully, make the next chapter of your career the best chapter at Framingham State University.

Learn more about our career opportunities at www.framingham.edu/careers.


Job Description:

GENERAL STATEMENT OF DUTIES:

This position provides a broad spectrum of support on a wide variety of duties in the office of the Vice President of Finance, Technology, and Administration, which oversees several departments, including Fiscal Affairs, Facilities, Capital Planning, Information Technology, and Transportation. Responsibilities include complex administrative duties requiring a significant degree of confidentiality, independent judgment, autonomy, initiative, general Framingham State University (FSU) knowledge, and the ability to prioritize and manage multiple assignments and tasks.

SUPERVISION RECEIVED:

VP of Finance, Technology, and Administration

SUPERVISION EXERCISED:

May supervise contract employees or student workers, as assigned

EXAMPLES OF SPECIFIC DUTIES AND RESPONSIBILITIES:

• Acts as point of contact for the Vice President of Finance, Technology, and Administration (VPFTA) for campus departments and off-campus partners
• Triage matters directed to the VPFTA office
• Provides comprehensive support to the VPFTA:
  • Oversee the day-to-day operations of the office
  • Manage the calendar appointments of VPFTA
  • Coordinate events and meetings sponsored by the VPFTA
  • Create and maintain files for the office
  • Coordinate travel arrangements
  • Provide first-level assistance to the offices of VPFTA direct reports
  • Create purchase orders and encumbrances for the overall function of the University and division
  • Handle internal and external email/phone/mail inquiries
  • Order, maintain, and keep inventory of office supplies
  • Function as a liaison with other Executive Staff assistants
• Board of Trustees' Finance Committee Responsibilities:
  • Coordinate with the Finance Committee members to schedule five (5) academic year meetings, and one (1) joint meeting with the Compliance, Audit, and Risk Committee and Auditors.
  • Organize and distribute materials for each of the meetings
  • Record the minutes of the meetings and distribute them to committee members and other necessary parties
  • Maintain all records of the meetings
• Perform certain accounting duties such as approving budget change requests, reviewing departmental budget to actual spending on a periodic basis, producing reports, and conducting outreach to departments regarding budget status and transactions.
• Perform other duties as assigned and as needed to support the operational success of the office and division.
• Accountable for ensuring that equal opportunity, inclusion, and equity are integrally tied to all actions and decisions in areas of responsibility.

WORKING CONDITIONS:

Ability to work some weekend and evening hours as needed.


Requirements:

MINIMUM QUALIFICATIONS:

• Bachelor's degree and/or a minimum of four years of professional office experience.
• Proficient in Microsoft Office Suite.
• Proficient with Virtual Meeting programs such as Zoom? and Microsoft Teams?.
• Organized and detail-oriented, with the ability to handle multiple tasks in a complex environment.
• Strong oral and written communication skills.
• Ability to work effectively and efficiently with other departments and external constituents.

PREFERRED QUALIFICATIONS:

• Knowledge of higher education principles, practices, and procedures.
• Budget management experience.
• Experience with Banner Student Information Systems and related programs.
• Some accounting or bookkeeping experience.

Additional Information:

This is a full-time, exempt, benefits-eligible, non-unit position. The salary range is $65,000-72,000.

Framingham State University conducts criminal history and sexual offender record checks on recommended finalists prior to final employment for all positions.

Framingham State University is an equal opportunity employer.

Members of underrepresented or minoritized groups, women, veterans, persons with disabilities, and all persons committed to equity, diversity, and inclusive excellence are strongly encouraged to apply.


Application Instructions:

Candidates must apply online by submitting:

• Cover Letter,
• Resume/CV,
• Names and contact information for three (3) professional references (references are not contacted automatically upon submission of application).

For best consideration, please submit application materials by September 15, 2024. The review of applications may continue beyond that date and until the position is filled, at the discretion of the search committee.

Framingham State University only accepts application materials through our online application system. We are unable to accept application materials through mail, email, fax, or hand delivery. If you experience technical issues with the online application process, please submit a helpdesk ticket.

Framingham State University understands that persons with specific disabilities may need assistance with the job application process and/or with the interview process. For confidential assistance, please contact the Human Resources Office at 508-626-4530 or [e-mail].