Assistant to the Vice President of Finance & Administration/CFO

Executive Administrative Assistant

Provides executive-level administrative support to the Vice President for Finance & Administration/CFO and administrative support to the Vice President for Strategic Operations & Initiatives. Coordinates divisional operations including executive scheduling, board agenda administration, insurance administration, contract workflow management, procedure memoranda administration, travel coordination, purchasing activities, and other administrative processes to ensure efficient and effective operations of the Finance & Administration Division.

Compensation will be commensurate with the level of the position, education, and experience.

Essential Position Functions:

• Provides executive administrative support to the Vice President for Finance & Administration/CFO, including management of confidential information, correspondence, special projects, and day-to-day office operations.
• Provides administrative support to the Vice President for Strategic Operations & Initiatives, including calendar management, meeting coordination, and scheduling support.
• Manages and coordinates calendars for the Vice President for Finance & Administration/CFO and the Vice President for Strategic Operations & Initiatives, including scheduling meetings, coordinating room locations, and establishing Microsoft Teams and Zoom meeting links.
• Supports Directors and departments reporting to the Vice President for Finance & Administration/CFO by coordinating meetings, schedules, and administrative activities as needed.
• Coordinates travel arrangements for the Vice President for Finance & Administration/CFO and assists Directors with travel planning, registrations, lodging, transportation, and reimbursement documentation.
• Serves as the departmental Purchasing Card (P-Card) holder and is responsible for conference registrations, membership dues, departmental purchases, and other authorized expenditures.
• Reconciles monthly Purchasing Card transactions and maintains supporting documentation in accordance with college policies and procedures.
• Processes requisitions, purchase requests, and orders office supplies and other departmental materials.
• Coordinates and collects agenda items for regular division meetings, prepares meeting materials, records meeting minutes, and distributes meeting summaries and follow-up items.
• Coordinates internal events, meetings, employee recognition activities, and celebrations for the Finance & Administration Division.
• Communicates monthly, quarterly, and special Board of Governors meeting schedules and deadlines to Directors and departments within the division.
• Collects, reviews, and coordinates Board agenda items for submission to the Vice President for Finance & Administration/CFO and facilitates final submission to the President's Office.
• Serves as the Finance & Administration Division budget lead, coordinating budget development activities, communicating budget timelines and deadlines, working with Directors to gather and submit budget requests, maintaining supporting budget documentation, and assisting in ensuring divisional budget submissions are completed accurately and timely.
• Assists with onboarding new employees within the Finance & Administration Division, including coordination of technology access requests, required forms, office setup, welcome materials, and orientation activities.
• Maintains and updates the Finance & Administration Division's internal website, SharePoint pages, job aids, forms, and related electronic communication resources, ensuring information is current, accurate, and aligned with approved procedures.
• Maintains the Finance & Administration Division's Procedure Memoranda by coordinating new and revised procedures, routing them to the Vice President for Finance & Administration/CFO for review and approval, and facilitating the annual review process to ensure procedures remain current.
• Coordinates all insurance renewal applications, working with departments across the College to gather required information, prepare documentation, and submit applications to insurance carriers and brokers.
• Coordinates insurance carrier site visits, inspections, audits, and on-site reviews, ensuring required documentation and departmental participation.
• Initiates and submits insurance claims through carrier portals and coordinates the collection of supporting documentation from departments.
• Maintains insurance records, schedules, certificates, claims documentation, and related reporting files.
• Administers the contract workflow process by monitoring contract routing, ensuring legal review requirements are met, and tracking contract status throughout the approval process.
• Prepares approved contracts in DocuSign for routing and approval by the Vice President for Finance & Administration/CFO and other required approvers.
• Maintains the College's contract repository and ensures fully executed contracts are properly stored and accessible.
• Researches, collects, and organizes information and data for reports, presentations, analyses, special projects, and other initiatives as assigned by the Vice President for Finance & Administration/CFO.
• Maintains spreadsheets, databases, reports, and records related to departmental operations, board activities, contracts, insurance, and other assigned areas.
• Assists Accounting Services, Budget Services, Grants Accounting, and other departments with administrative and reporting activities as assigned.
• Maintains office equipment and coordinates service requests as necessary.
• If possible, serves as a Nebraska Notary Public.
• Consistently and dependably attends work, activities, and functions as scheduled or assigned.
• Performs other duties as assigned.

Work Environment:

• Monday - Friday, 8:00am - 5:00pm
• On premise position at Fort Omaha Campus

Knowledge, Skills, and Abilities:

• Proficient with Microsoft Office Suite, SharePoint, Adobe, Microsoft Teams, Zoom, DocuSign, and other College-supported software.
• Knowledge of administrative office management practices and procedures.
• Knowledge of contract administration, insurance processes, purchasing procedures, board governance processes, and higher education administrative practices.
• Excellent organizational, project management, and time-management skills.
• Excellent oral and written communication skills, including spelling, grammar, editing, and business correspondence.
• Ability to maintain a high level of confidentiality and exercise sound judgment.
• Ability to manage multiple priorities, deadlines, projects, and departments simultaneously.
• Ability to work independently and proactively anticipate administrative and operational needs.
• Ability to prepare accurate reports, records, meeting documentation, procedures, and business communications.
• Ability to coordinate, maintain, and monitor procedural documentation and records across multiple departments.
• Ability to organize and administer recurring review, compliance, and administrative processes.
• Strong customer service and interpersonal skills.
• Strong attention to detail and follow-through.
• Ability to effectively work and interact with individuals from diverse backgrounds and cultures.
• Ability to maintain professionalism, discretion, patience, and composure in stressful situations.

Minimum Qualifications for Education and Experience:

• Associate degree in Business Administration, Office Administration, Accounting, or related field.
• Three (3) years of progressively responsible administrative support experience, preferably supporting executive-level leadership.
• Experience with executive calendar management, board administration, contract administration, insurance processes, purchasing, or related administrative functions preferred.
• Equivalent combination of education and/or work experience considered.
• Must pass background check.

The specific statements shown in each section of this description are not intended to be all inclusive. They represent typical elements and criteria considered necessary to perform the job successfully. Metropolitan Community College recognizes that an individual with a disability may require an accommodation to enable the candidate to successfully perform a job function. Consideration will be given to reasonable accommodations.

Metropolitan Community College (Neb.)