Assistant to the Vice President of Finance & Administration/CFO

Assistant To The Vice President For Finance & Administration

Are you a confident, proactive executive support professional who is known for making things happen? Metropolitan Community College is seeking an energetic, highly organized, and solutions-oriented Assistant to the Vice President for Finance & Administration to serve as a trusted partner to executive leadership while coordinating complex administrative, operational, and business process operations, and ensuring critical deadlines, documentation, and organizational priorities are met across multiple departments. This role is ideal for someone who thrives in a fast-paced, fluid environment, enjoys solving problems, anticipates needs before they're asked, and finds satisfaction in helping others succeed. The successful candidate is a collaborative professional who takes initiative, manages competing priorities with ease, and approaches every challenge with a positive, service-focused attitude.

Position Responsibilities will include:

• Provide comprehensive administrative support to the Vice President of Finance & Administration.
• Provide administrative support to the Vice President for Strategic Operations & Initiatives.
• Manage complex calendars, schedules, meetings, conferences, travel, and logistics.
• Coordinate meeting schedules, prepare agendas, compile materials, record meeting minutes, and monitor follow-up action items.
• Prioritize requests and manage competing demands while ensuring the Vice President remains informed and on schedule.
• Anticipate executive needs and proactively resolve issues before they arise.
• Exercise discretion and maintain confidentiality regarding sensitive information.

Office & Operational Coordination

• Serve as the central coordinator and liaison for a variety of office operations and cross-functional initiatives.
• Serve as a liaison between executive leadership and internal and external stakeholders.
• Manage procedural memorandums and maintain communication resources and organized records.
• Develop and recommend process improvements that increase efficiency and effectiveness.
• Provide backup support for other Executive Administrative Assistants in their absence and assist additional Vice Presidents as needed.

Budget and Business Process Coordination

• Coordinate department-wide budget processes and ensure deadlines are met.
• Process purchases, orders, purchase requisitions (PRs), invoices, reconciliations, and related administrative documentation.
• Track deadlines and ensure timely completion of budget and administrative processes.

Contract, Insurance & Documentation Management

• Coordinate contract documentation and maintain organized records throughout the review process.
• Review contract language and leverage AI tools to prepare concise summaries for leadership review.
• Centralize liability insurance documentation and ensure renewals are completed accurately and on time.
• Initiate insurance claims through portals, coordinating supporting claim documentation
• Maintain organized records and monitor compliance with required timelines.

Department Support

• Provide administrative support for Finance, Planning, Auxiliary Services, and the Bookstore.
• Assist with onboarding new division employees and workstation preparation
• Assist with bookstore operations and provide cash wrap coverage as needed.
• Coordinate communications and projects across multiple departments.

Culture & Team Engagement

• Plan and coordinate internal office events, employee recognition events, and other special celebratory events.
• Organize logistics, themes, potlucks, cards, and other engagement activities that foster a positive workplace culture.

Performs other duties as assigned.

Minimum Required Qualifications:

• 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.

Work Environment:

Monday - Friday, 8:00am - 5:00pm

On premise position at Fort Omaha Campus

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 affirms a policy of equal education, employment opportunities and nondiscrimination in providing services to the public.