Promotes a service-oriented, professional
environment for the Vice President’s Office. Schedules meetings, answers calls,
handles internal and external campus inquiries, resolves problems, processes
paperwork, and welcomes visitors.
Coordinates
numerous campus property and liability insurance policies and submits claims on
losses. Compiles and updates campus data
relative to coverage requirements, prepares detailed annual applications,
responds to general coverage questions, obtains and issues certificates of
insurance.
Prepares and
maintains ongoing spreadsheets. Tracks
data, financial information and trends. Develops
charts and graphs for presentations.
Reconciles
financial transactions and account activity.
Assists the
finance division team with various special and ongoing projects and
initiatives. Serves on committees upon
request.
Assists campus
department heads in accessing and interpreting financial information through
the Colleague system.
Maintains
contracts and terms, and monitors expiration dates.
Assists with
developing, maintaining, and communicating financial policies and procedures.
Research vendor issues, meets with vendors, resolves billing issues, and processes
payments.
Maintains
numerous university permanent files, including capital projects and university
properties.
Assists in
developing meeting and presentation materials.
Records
meetings and prepares minutes.
Prepares
correspondence for and communicates official information on behalf of the Vice President.
Performs other
duties as assigned by the Vice President for Finance.
Must be
willing to obtain additional training, upon request, to continue enhancing job
skills.
SUPERVISORY RESPONSIBILITIES:
There
are no supervisory responsibilities for this position, except for student
workers.
COMPETENCIES: This is your opportunity to demonstrate how your education and/or experience in your current or previous job relates to each function of this position.
Interview decisions are partially based on this information.
On a separate sheet of paper, write a paragraph for each competency listed below describing your background and qualifications in each area.
To perform the job successfully, an individual should demonstrate the following competencies.
Analytical - Synthesizes complex or diverse information; collects and
researches data; uses intuition and experience to complement data; designs work
flows and procedures
Cooperation - Establishes and maintains effective relations; exhibits
tact and consideration; offers assistance and support to co-workers; works
cooperatively in group situations; works actively to resolve conflicts.
Quality Management - Looks for ways to improve and promote quality;
demonstrates accuracy and thoroughness.
Organizational Support - Follows policies and procedures; completes administrative
tasks correctly and on time; supports organization's goals and values; benefits
organization through outside activities; supports affirmative action and
respects diversity.
Planning/Organizing - Prioritizes and plans work activities; uses time
efficiently; plans for additional resources; sets goals and objectives;
organizes or schedules other people and their tasks; develops realistic action
plans. Quality - Demonstrates accuracy and thoroughness; looks for ways to
improve and promote quality; applies feedback to improve performance; monitors
own work to ensure quality.
QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
KNOWLEDGE, SKILLS, & ABILITIES (Language, Mathematical, Reasoning and Computer Skills):
LANGUAGE SKILLS: Ability to read, analyze, and interpret general business
periodicals, professional journals, technical procedures, or governmental
regulations. Ability to write reports, business correspondence, and procedure
manuals. Ability to effectively present information and respond to questions
from groups of managers, clients, customers, and the general public.
MATHEMATICAL SKILLS: Ability to calculate figures and amounts such as discounts,
interest, commissions, proportions, percentages, area, circumference, and
volume. Ability to apply concepts of
basic algebra and geometry.
REASONING ABILITY: Ability to solve practical problems and deal with a variety of
concrete variables in situations where only limited standardization exists.
Ability to interpret a variety of instructions furnished in written, oral,
diagram, or schedule form.
COMPUTER SKILLS: To
perform this job successfully, an individual should have knowledge of word processing
software, spreadsheet software, project management software, payroll systems,
and accounting software.
EDUCATION/EXPERIENCE:
High
School Diploma or GED required. Bachelor’s
degree is preferred.
Two years of administrative
support experience strongly preferred.
Must
have the ability to work under pressure and deal with deadlines (essential).
Must
be comfortable with multi-tasking, flexible with fluid situations and effective
with changing priorities.
Must
have strong interpersonal skills (emotionally intelligent).
Must
have strong commitment to the values of diversity and human compassion.
Must
be committed to the personal development of college students.
Must
be committed to working in collaboration with constituencies.
Must
be very detail-oriented and be able to work accurately with numbers, data, and
spreadsheets. Must be able to perform
basic math calculations, and be able to read and interpret instructions,
policies, and procedures.
Must
be highly organized, hard-working, and efficient. Must be able to meet deadlines and multi-task
in a high-volume service area.
Must
be proficient in using technology such as: databases, portals, general ledger
software, developing EXCEL spreadsheets and graphs, PowerPoint presentations,
and word processing.
Must
be an excellent communicator in both written and verbal forms.
Must
exemplify Christian values and be willing to positively serve multiple
constituents in a Christian context, including students, faculty, staff,
administrators, trustees, outside vendors, and the general public.
The above requirements will be validated through the written
competencies provided by the applicant in addition to the interview process and
reference checks regarding past employment experience, qualifications, etc.
CERTIFICATES, LICENSES, REGISTRATIONS:
None are required for this position at this time.
PHYSICAL REQUIREMENTS:
This position is
sedentary in nature. Must be able to sit for long periods of time while
performing office and computer operations.
The physical demands described here are
representative of those that must be met by an employee to successfully perform
the essential functions of this job. Reasonable accommodations may be made to
enable individuals with disabilities to perform the essential functions.
While
performing the duties of this Job, the employee is frequently required to sit
and talk or hear. The employee is
occasionally required to walk and reach with hands and arms.
The
employee must frequently lift and/or move up to 10 pounds and occasionally lift
and/or move up to 25 pounds.
Must be able to sit for long periods while performing office and
computer operations.
WORK ENVIRONMENT:
The work environment
characteristics described here are representative of those an employee
encounters while performing the essential functions of this job. Reasonable accommodations
may be made to enable individuals with disabilities to perform the essential
functions.
The noise level in the work environment is usually moderate.
ADDITIONAL INFORMATION:
This is a Non-Exempt/Hourly, Full-Time Staff
Position (either FT 30 hours per week or FT 40 hours).
A regular 40-hour work week is required (plus occasional
overtime on evenings and/or weekends), unless FT 30 is preferred by the
applicant, which is an option.
All hours worked beyond 40 hours in a single work week will
be compensated at time and a half, per FSLA guidelines.
Must have and maintain a valid Class C Drivers License and
maintain a clear driving record to be insurable under the university liability
policy.
Must be able to drive to complete work assignments on and
off campus, as needed.
Additional travel may be
required on occasion.
EMPLOYEE BENEFITS: For more information concerning benefits offered to HSU employees, see the HSU Benefits Summary on the HSU website.