Administrative Assistant to the Vice President for Finance

Administrative Assistant Under the direction of the Vice President for Finance, Hood College seeks a highly organized, detail-oriented, and service-focused part-time administrative assistant to provide administrative and operational support to the Vice President. The qualified candidate will have advanced business acumen to professionally handle multiple priorities within a fast-paced environment; leverage technology to improve efficiency, maintain internal controls, and provide high-level administrative and analytical support; deliver high-quality service; provide high-level administrative and analytical support to the Vice President and, when necessary, Senior Team and Board of Trustees; handle confidential information; manage correspondence and track project timelines and deadlines. Evening and weekend hours may be required on occasion to accommodate special projects. Essential duties include the following, although other duties may be assigned. Communication, Coordination, and Prioritization (25%) Manage and prioritize incoming communications, requests, documents, and transactions, while providing a welcoming front-line service to Hood's students, faculty, staff, trustees, alumni, consultants, contractors, and the external community. Prioritize inflows based on urgency, deadlines, strategic goals, and financial impact. Respond to inquiries on behalf of the Vice President or direct inquires to other staff as needed, prepare responses for the Vice President's signature. Summarize inflows for action or decision making by the Vice President. Calendar & Time Management (15%) Manage the Vice President's calendar, coordinating recurring governance, budget, audit, reporting, and leadership activities, including: Board of Trustees' meetings (October, March, and June) Board of Trustees' Committee meetings, including the Finance and Facilities Committee, Investment Subcommittee (July, November, January, and April), and Audit and Risk Management Committee Senior Team meetings (weekly) Planning, Budgeting, and Assessment Committee (PBAC) (primarily biweekly during the academic year) Annual Audit Monthly and quarterly financial reporting MICUA reporting timelines and deadlines Regular meetings with Direct Reports (Controller, Chief Information Officer, Director of Facilities, Director of Business Services, and Director of Capital Projects) Monitor Hood College calendars and adjust the Vice President's calendar appropriately. Coordinate monthly "look ahead" calendar for the Vice President and Direct Reports. Provide updates for monthly direct reports meetings. Anticipate and resolve competing demands and schedule conflicts. Assign meetings, events, and tasks to others when the Vice President is not available. Tracks deadlines with Direct Reports and send reminders to ensure deadlines are met. Meeting Preparation, Support, Briefing, and Follow-up (50%) Coordinate meeting agendas, logistics, room reservations, and preparation of materials. Compile reports and analyses to support meeting preparation and decision-making. Create concise briefings with key data. Create spreadsheets, supporting graphics, and PowerPoint presentations. Compose and prepare confidential correspondence, reports, and other complex documents. Flag concerns or missing information. Prepare and organize meeting materials, including committee reports and the Annual Budget Ensure meeting rooms and systems are ready (ex. Board of Trustees Committee meetings, PBAC meetings). Take meeting notes and prepare minutes. Track and assist with follow-up work and coordination with Direct Reports and others. Office Organization and Workflow Optimization (10%) Recommend process improvements that strengthen internal controls and operational efficiency. Update and improve web pages for the Vice President's and Direct Report's offices. Organize and file documents, including migration and simplification of filing to OneDrive. Additional Expectations Exercise sound judgment, professionalism, and confidentiality while handling sensitive and strategic information. Anticipate executive needs, manage competing priorities, and serve as an effective liaison with internal and external stakeholders. Demonstrate exceptional organizational, project management, and communication skills while managing multiple priorities and competing deadlines. Serve as an effective liaison between the Vice President and internal and external stakeholders, fostering collaborative, responsive, and professional working relationships. Qualifications We seek a candidate who values diversity, equity, and inclusion in all that they do. Candidates must have strong organizational skills and a proven ability to work collaboratively with partners across campus in support of Hood College's mission as a student-centered, liberal arts institution. To perform this job successfully, the individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Education and/or Experience Minimum Requirements/Qualifications Bachelors' degree with 2-3 years office experience preferred, preferably in a higher education environment, or satisfactory combination of education and/or experience. Experience with office management and bookkeeping functions is essential. The successful applicant must be highly service-oriented; must be able to work and communicate effectively with individuals from all levels of the organization and outside; must be capable of independent work and judgment; must have the ability to exercise strong time management techniques and accomplish responsibilities with enthusiasm and dedication. Notary public certification preferred. Preferred Skills and Characteristics Technology Skills Proficient in MS Office tools (Microsoft Word, Excel, PowerPoint, Outlook, OneDrive, and Teams), e-mail and Internet. Ability to learn new applications quickly including organization-wide information systems and department-specific software applications. Language Skills Strong oral and written communication skills. Ability to effectively provide information and positively respond to questions from both external and internal customers both in person and by phone. Ability to write routine reports and correspondence. Mathematical Skills Proficient with statistical and financial concepts. Must have the ability to apply those concepts to tracking, projections, goal setting and interpreting reports. Must be able to draw conclusions from reports and make cost-effective decisions regarding programs. Reasoning Ability Ability to solve practical problems and deal with a number of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form. Ability to work independently and as a member of a group in developing and executing project plans. Ability to work in theoretical arena and apply logic as appropriate. Physical Demands The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. While performing the duties of this job, the employee is frequently required to stand; walk; use fingers, hands, reach with hands and arms; and talk and hear. The employee is required to sit. The employee may occasionally be required to stand and lift and move up to twenty-five pounds. Specific vision abilities required include close vision. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions. Work Environment The work environment described here is representative of what an employee will encounter while performing the essential functions of this job. The noise level is usually moderate, and could include interaction with other employees, students, the public, telephones, and other office equipment. Compensation This is a part-time position with an annual starting salary range of $27,000 - $30,000 depending on circumstances including an applicant's skills and qualifications, certain degrees and certifications, prior job experience, training, and other relevant factors. Hood College has provided a compensation range representing its good faith estimate of what the College may pay for the position at the time of posting. The College may ultimately pay more or less than the posted compensation range. Hood College offers excellent benefits, including medical, dental, vision, retirement, paid time off, and tuition benefits. Learn more about Hood College. Work Hours Administrative work hours at the College are 8:30-5:00 during the academic year, and 8:00-5:00 during the summer when offices are closed on Fridays. As such, this part- Hood College