Assistant to the Vice President for Administration and Finance
About Mount Saint Mary's University:
Mount Saint Mary's is the only women's university in Los Angeles and one of the most diverse in the nation. The University is known nationally for its research on gender equality, its innovative health and science programs, and its commitment to community service. As a leading liberal arts institution, Mount Saint Mary's provides year-round, flexible and online programs at the undergraduate and graduate level. Weekend, evening and graduate programs are offered to both women and men. Mount alums are engaged, active global citizens who use their knowledge and skills to better themselves, their communities and the world. www.msmu.edu.
Mount Saint Mary's University is an equal opportunity employer. The University is thoroughly committed both to providing equal employment opportunities for all job applicants and employees, and to providing a work environment that is free from harassment, discrimination and retaliation. We will consider for employment all qualified applicants, including those with criminal histories, in a manner consistent with the requirements of applicable state and local laws, including the City of Los Angeles' Fair Chance Initiative for Hiring Ordinance.
Applicants must be able to provide proof of eligibility to work in the United States. The University will not assist applicants with any visa matters. A background check will be required.
Job Description:
To provide executive level administrative support services to the Vice President of Administration and Finance (VPAF) to ensure efficient and effective daily operation of the VPAF's Division. Maintains high standards of professionalism, efficiency, personal communication, discretion and independent judgment. In working with internal and external constituents, including board members, this position deals with a wide variety of emergent situations and highly sensitive issues under tight deadlines and pressures in a fast-paced environment.
Duties/Responsibilities:
Coordinate and maintain the VPAF's schedule (includes numerous meetings with a variety of people at different levels, both within and outside of the University). Manage the VPAF's calendar with a comprehensive understanding of priority while facilitating effective and efficient use of the VPAF's time.
Prepare Board committee support materials for the Finance, Audit and Investment Committee meetings which includes taking and transcribing minutes, and scheduling and coordinating these Board committee meetings (including logistical details such as room requests and confirmations, catering and audio-visual equipment needs). Prepare materials for the quarterly Board mailings.
Composes, answers and proofreads all routine correspondence both hand written and electronic, including agendas, any inter-departmental memorandums, board committee communications; and prepares selective summaries and follow-up actions for the VPAF. The VPAF serves on six regular board committees - Executive Committee, Finance Committee, Investment Committee, Audit Committee, and Facilities and Technology Committee. (S)he is also the Chairperson for the University's internal Budget Committee and the Retirement Plan Committee and may serve on other committees. Additionally, (s)he has bi-weekly meetings with the Directors of her/his departments - Financial Services, Facilities, Human Resources and Auxiliary Services. In addition to attending these meetings, this position is responsible for scheduling the meetings, tracking attendance, taking and transcribing the minutes, and sending out all of the necessary materials.
Communicate information (orally and in writing) to and from the University community and external entities (e.g., prepare reports and presentations, maintain contact information).
Works closely with the VPAF on special projects and Committee activities.
Performs general clerical duties to include but not limited to: transcribing dictation, scanning, copying, faxing, filing and data entry. Collects and opens mail; forwards correspondence to appropriate staff for actions; and provides administrative support, as necessary and appropriate, to other departments within the Vice President for Administration and Finance Division.
Process check requests for services rendered, ensuring payments are made in a timely and efficient manner.
Respond to very diverse requests, complaints and/or concerns directed to the VPAF, distinguishing which of the inquiries, requests and concerns require the immediate attention of the VPAF or any of the Directors.
Contributes to excellent service from the VPAF's Office through professional, friendly and respectful interactions internally and externally, while also ensuring that inquiries are correctly handled and/or routed to the appropriate individuals and follow up on previously directed calls to ensure that any concerns, issues or complaints have been addressed.
Gather data from various departments and other sources, and assist with analysis and reporting, as appropriate.
Monitor departmental budgets and provide variance updates. Maintain expense records and process payables.
Manage office operations, maintain filing systems and supervise student support staff.
OTHER DUTIES AND RESPONSIBILITIES:
Coordinate meetings and take and transcribe minutes for the Wellness Pavilion meetings and any other committees chaired by the VPAF.
Responsible for keeping the organizational charts for the University up-to-date.
Complete or work on special projects, as needed.
Perform other job-related duties, as needed.
Requirements:
Knowledge:
Strong working knowledge of executive office operations and protocols, policies and procedures.
Strong computer skills including proficiency in Microsoft Office programs; Word, Excel, Powerpoint and Outlook, database and/or other software applications currently used by the Division.
Sufficient knowledge of basic principles of supervision desired.
Abilities and Skills:
Effectively organize, prioritize and handle multiple tasks to meet established deadlines.
Exercise sound judgment in decision-making.
Work closely and effectively with the VPAF and handle a variety of emergent situations in his/her absence.
Communicate and work effectively with a wide variety/diversity of people (e.g., students, staff, faculty, attorneys, vendors, community-at-large).
Draft, proofread and edit written communications.
Effectively prepare memoranda and record notes from meetings of considerable complexity, both within and outside the University community.
Understanding of, and sensitivity to, the needs of a diverse University environment.
Very flexible, analytical, detail-oriented and accurate.
Handle sensitive and confidential information appropriately.
Demonstrate initiative.
Effectively and accurately gather and present information, both orally and in writing in a clear and concise manner.
Ability to work independently and as part of a team.
Quickly and accurately assess situations, identify issues and risks, generate reasonable, creative and effective solutions while ensuring compliance with University policies and procedures and government regulations (where applicable).
Excellent organization and prioritization, oral/written communication, basic mathematics, interpersonal, problem-solving, time and project management, presentation, public relations, customer service and negotiation skills.
Accurate typing of 50/60 wpm.
Proficient in the use of word-processing, spreadsheet, database and/or other software applications currently used by the Division, e.g., Word, Excel, Outlook, FileMaker Pro, Visio, etc.
Education:
Bachelor's degree or equivalent combination of education, training and work experience.
University courses in business administration, business law and computers strongly preferred.
Experience:
A minimum of five to seven years of progressively responsible experience as an administrative assistant or in another significant support role within a fast-paced and challenging office environment.
At least two to three years of experience providing support to a senior executive.
Some previous event planning and supervisory experience helpful.
Additional Information:
Work Location: Both Campuses (Downtown Los Angeles and West Los Angeles)
Start Date: Immediately
Applications Deadline: Open until filled
The University is committed to recruiting and retaining a diverse student population and workforce as a reflection of our commitment to maintain the excellence of the University, and to offer our students richly varied disciplines, perspectives and ways of learning. In compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, the University does not discriminate on the basis of race, color, creed, religion, national origin, sex (including pregnancy and parenting status), disability, age, veteran status, sexual orientation, gender identity or expression, marital status or genetic information in its programs or activities, including employment, admissions, and educational programs. We encourage people of all backgrounds to apply to be a student or to work for the University.
Mount Saint Mary's University is an independent, Catholic, liberal arts university which provides a values-based undergraduate education for women, as well as innovative programs for professional men and women on two historic campuses in Los Angeles. The Mount is the only Catholic university primarily for women in the Western United States. It is also nationally recognized for its academic programs, its culturally diverse student body, and its focus on preparing the next generation of citizen leaders.
