Location: Worcester, MA Category: Staff and Administrators Posted On: Fri Jun 19 2020 Job Description:
Clark University seeks to fill the position of Assistant to the Vice President for Planning and Strategic Initiatives and the Executive Vice President/Chief Financial Officer.
The successful candidate will serve as the primary administrative support for the two Vice Presidents and plays an integral role in the accounting, management, and oversight of investment assets of the University. The Assistant handles the day-to-day administrative operations of the two VP Offices and must have the ability to steward complex, confidential and highly-sensitive information.
Administrative responsibilities for this position include coordination of budgets; project management; plan and execute special events; compose correspondence and prepare spreadsheets, meeting agendas and related materials; perform general office duties of maintaining a comprehensive electronic office filing system, maintaining calendars for the Vice Presidents, processing payments through electronic purchasing and ordering supplies; additionally, will be responsible for receiving and screening office inquiries, processing mail/email, tracking progress and taking initiative to ensure matters pending are completed in a timely fashion, and greeting guests with minimal supervision.
Finance Responsibilities include:
Gift asset administration - coordinate communications and ongoing reporting with State Street Bank and US Bank, donor annuity recipients, and University Advancement.
Investments audit compliance- mailing of audit confirmations to investment managers and collection and distribution of Schedule K-1 forms to the University's Controller's Office (unless completed by the Outsourced Chief Investment Office (OCIO) firm).
Provide administration and oversight of the American Express Purchasing Card Program
Manage credit applications
Planning and Strategic Initiatives Responsibilities include:
Provide logistical and organizational support on high-level institutional initiatives, such as establishing a new comprehensive strategic planning framework for Clark, and working with internal and external partners in the development of a campus master plan.
Help maintain a master list of institutional strategic initiatives, working the VP and others around campus to keep the list up-to-date and useful for senior leadership.
Schedule team, interdepartmental, and individual meetings with both supervisors and their subordinates and others from within and outside the university; prepare agendas and materials, as needed.
Assist with budget reconciliations and data entry; create and process purchase order approvals, invoices, and input data into the E-procurement system (SmartBuy Plus); manage vendor set- ups.
Greet visitors; answer and screen telephone calls; respond to requests for information and provides assistance; distribute mail.
Assist and manage special projects, as assigned.
Maintain the office supplies, equipment, distribute mail, respond to inquiries, and deliver messages, etc.
Oversee and coordinate administrative, program, and office activities; establish, select, implement, and coordinate office procedures and systems.
Other duties and Responsibilities
Assist with departmental/institutional special events, as needed; manage events using Clark's Event Management system
Additional duties, as assigned.
Bachelor's Degree, preferred.
3-5 years of administrative experience in similar or related work.
Expertise in the Microsoft Suite (Word, Excel, and Outlook), required; experience with various databases related to e-procurement systems, preferred.
Highly organized, excellent communication skills, and able to multi-task, meet deadlines, and maintain a high level of confidentiality.
Prior exposure to accounting concepts or experience with budget reconciliation; working knowledge of business and accounting procedures, preferred.
Proven ability to manage multiple tasks, work independently and shift priorities when necessary.
Proven attention to detail and methods for ensuring accuracy.
Ability to prepare reports and other documents, as needed.
Ability to learn quickly and understand how each process relates to the larger goals of the office and the University.
Possess the ability to maintain confidentiality and discretion at all times and handle sensitive information with confidentiality and tact.
Occasional work during evening and weekend hours, required.
Prior experience working with and contributing to a diverse workplace with the ability to interact effectively with a broad range of constituents on campus.
Clark University embraces equal opportunity and affirmative action as core values: we believe that cultivating an environment that embraces and promotes diversity is fundamental to the success of our students, our employees and our community. This commitment applies to every aspect of education, services, and employment policies and practices at Clark. Our commitment to diversity informs our efforts in recruitment, hiring and retention. All positions at Clark share in the responsibility for building a community that values diversity and the uniqueness of others by exhibiting integrity and respect in interacting with all members of the Clark community to create an atmosphere of fairness and belonging. We strongly encourage members from historically underrepresented communities, inclusive of all women, to apply.
Founded in 1887, Clark University is a liberal arts-based research university committed toscholarship and inquiry that addresses social and human imperatives on a global basis. It is the place where Robert Goddard invented the modern rocket, where Sigmund Freud delivered his only lectures in the United States, and where current students stake their claim to the Clark motto, “Challenge Convention, Change Our World,” which is the rallying cry that inspires our community every day. Located in Worcester, Massachusetts, Clark University educates its undergraduate and graduate students to be imaginative and contributing citizens of the world, and to advance the frontiers of knowledge and understanding through rigorous scholarship and creative effort. The University’s engages students in such areas as biology, chemistry, economics, geography, psychology, urban education, management, environmental science and policy, Holocaust and genocide studies, and international development and social change. Clark University’s pioneering model of higher education, LEEP (Liberation Education and Effective Practice) compels undergraduate students to thrive in authentic world and workplace settings, and prepares them for lives and careers of consequence.