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

$65,000 - $72,000/Yr

Framingham State University - Framingham, MA

Part-time - Mid Level

Framingham, MA

Educational Services

About the position

The Executive Assistant to the Vice President of Finance, Technology, and Administration (CFO) at Framingham State University plays a crucial role in providing comprehensive administrative support to the VPFTA. This position encompasses a wide range of responsibilities that require a high level of confidentiality, independent judgment, and the ability to manage multiple tasks effectively. The Executive Assistant will be the primary point of contact for the VPFTA, liaising with various campus departments and external partners. The role demands a proactive approach to managing the day-to-day operations of the office, including calendar management, event coordination, and travel arrangements. In addition to general administrative duties, the Executive Assistant will be responsible for overseeing the office's operational functions, such as creating and maintaining files, handling inquiries, and managing office supplies. The position also involves specific responsibilities related to the Board of Trustees' Finance Committee, including scheduling meetings, organizing materials, recording minutes, and maintaining records. The Executive Assistant will also perform certain accounting duties, such as approving budget change requests and reviewing departmental budgets. This role is integral to ensuring the operational success of the office and the division, with a strong emphasis on promoting affirmative action, equal opportunity, and diversity in all actions and decisions. The working conditions may require flexibility, including some weekend and evening hours as needed. This position is designed for a detail-oriented individual who can thrive in a complex environment and effectively communicate with various stakeholders.

Responsibilities

• Act as the 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.
• Provide comprehensive support to the VPFTA, overseeing the day-to-day operations of the office.
• Manage the calendar appointments of the VPFTA.
• Coordinate events and meetings sponsored by the VPFTA.
• Create and maintain files for the office.
• Coordinate travel arrangements for the VPFTA.
• 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.
• Coordinate with the Finance Committee members to schedule meetings and organize materials.
• Record the minutes of the Finance Committee meetings and distribute them to necessary parties.
• Maintain all records of the Finance Committee meetings.
• Perform certain accounting duties such as approving budget change requests and reviewing departmental budgets.

Requirements

• 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.

Nice-to-haves

• 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.

Benefits

• Full-time, exempt, benefits-eligible position.
• Salary range of $65,000-72,000.