Temporary Executive Assistant

Salary: $28.00 - $30.00 Hourly

Job Type: Temporary

Job Number: 2015-1604045

Location: CA 94556, CA

Department: Business Office

Closing: 6/18/2023 11:59 PM Pacific

Background

Background:

Founded in 1863, Saint Mary's is a residential campus nestled 20 miles east of San Francisco in the picturesque Moraga Valley. Based in the Catholic, Lasallian and Liberal Arts traditions, Saint Mary's currently enrolls more than 3,100 students from diverse backgrounds in undergraduate and graduate programs. The De La Salle Christian Brothers, the largest teaching order of the Roman Catholic Church, guide the spiritual and academic character of the College. As a comprehensive and independent institution, Saint Mary's offers undergraduate and graduate programs integrating liberal and professional education. Saint Mary's reputation for excellence, innovation, and responsiveness in education stems from its vibrant heritage as a Catholic, Lasallian and Liberal Arts institution. An outstanding, committed faculty and staff that value shared inquiry, integrative learning, and student interaction bring these traditions to life in the 21st century.

Responsibilities
General Summary:
Responsible for providing a range of administrative support and coordination of projects
for the CFO, the Business Office, Accounts Payable/Receivable, and Payroll.
Responsible for promoting efficient delivery of services and overseeing departments in
the absence of the VP of Finance and Administration. Responsible for maintaining high
standards of professionalism, efficiency, communication, discretion, and independent
judgment. In working with internal and external contacts, this position deals with a wide
range of highly sensitive issues under tight deadlines.
Essential Duties and Responsibilities:

Provide a wide variety of administrative support to the VP of Finance and
Administration and the departments under their supervision. Manages
calendars to prioritize and resolve conflicts and to ensure all commitments
and deadlines are met. Prepares response, correspondence, meeting
materials, schedules, and other forms of communications among multiple
departments.

Use good judgment in identifying issues to assist staff, faculty, and students
with questions regarding policies and procedures and/or directs the issues to
management, or appropriate staff.

Maintains records in compliance with retention policy and according to the
practices established by the VP of Finance and Administration.

Assists the VP of Finance and Administration in coordinating daily activities, as
well as annual audits to ensure commitments and deadlines are met.

Supports Accounts Payable/Receivable when needed. Checks A/P batches for
accuracy prior to submitting checks for approval. Audits all A/P
invoices/checks and requisitions/expenses reimbursement/purchase orders,
etc. to ensure policies are followed prior to returning them to A/P for filing.

Assists VP of Finance and Administration with managing third party leases,
contracts, and agreements including its execution and renewal.

Organizes, updates, and maintains the Finance's confidential filing systems.
Audits documents to ensure policy and practices are followed prior to filing.

Reconciles, processes, reviews, maintains, and submits as required the
following: Invoices, check request, purchase orders, contracts, and expense
reports.

Supports and coordinates Audit and/or Finance committee meetings;
arrangements including teleconferences and minute taking if required.

Performs standard office tasks such as answering phones, filing, ordering
supplies, copying, and scheduling conference rooms. Reviews and sorts mail
going to various departments; forwards correspondence to appropriate staff
for action.

Maintains a positive, professional relationship with staff, faculty, students,
contractors, bankers, and vendors.

Undertakes special assignments or projects on a wide variety of
responsibilities as assigned by the VP of Finance and Administration.

Experience and Qualifications
Knowledge, Skills, and Abilities:

3 or more years of experience in office procedures, data compilation, and record
maintenance.
Accounting, A/P, A/R, and/or Higher Education experience is highly recommended. ?
Must have the ability to observe and maintain a high degree of confidentiality and
professionalism.
Must be proficient, detailed, and accurate to assist in managing a smooth office
environment.
Must demonstrate creativity, flexibility, foresight, and mature judgment in anticipating
and solving problems with a variety of situations.
Effective and professional communication that interfaces with multiple levels of the
College Staff,Faculty and Board a must.
Requires functional knowledge of company operations and procedures to accurately
interpret documents/instructions for efficient and prompt action.
Advanced computer skills, preferably Google Suite.
Ability to organize projects, multi-task, and meet deadlines with a strong customer
service background.

Supplemental Information

Supplemental InformationApplication Instructions: Please apply online at http://jobs.stmarys-ca.edu/

Include a cover letter that specifically addresses how you meet the qualifications and are prepared to support the mission of the College

• A resume
• The name and contact information for three (3) professional references.
• In applying for a position, candidates sign a consent authorizing a broader inquiry which may include reference checks, a motor vehicle check, and a third party background check.
Saint Mary's is an equal employment opportunity employer. We support inclusive excellence and are committed to creating a safe and welcoming community for all.

College policy prohibits discrimination based on race, color, religion, national origin, ancestry, age, gender, sexual orientation, marital status, medical condition, physical or mental disability, gender stereotyping, and gender identity, taking a protected leave (e.g. family medical or pregnancy leave), or on any other basis protected by applicable laws.

Saint Mary's College annually collects information about campus crimes and other reportable incidents in accordance with the federal Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act. To view the Saint Mary's College Report, please go to the Public Safety website at http://www.stmarys-ca.edu/public-safety/annual-security-and-fire-safety-report-0. To request a paper copy please call Public Safety at (925) 631-4284. The report includes the type of crime, venue, and number of occurrences.

Please apply online at https://apptrkr.com/4223939

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