Administrative Coordinator/Project Assistant

Updated: 40 minutes ago
Location: College Station, TEXAS
Job Type: FullTime

Job Description:

Under the direction of the Vice President of Finance, the Administrative Coordinator/Project Assistant provides administrative support to the senior leadership team (Accounting, Budget and Business Services) including project assistance, administrative support and general departmental coordination. Works closely with the Vice President of Finance on sensitive and confidential issues. Works independently in coordinating communications, projects, etc. Represents or assists the Vice President of Finance or other senior executives in the department when needed. Conducts ongoing communications with the institution and external community regarding policies and procedures, budgets, fiscal audits, inquiries and resolves discrepancies with vendors, etc. Organizes, facilitates, and documents various financial committees as needed. Assists the Vice President of Finance in meeting the goals and objectives of the Financial Area. Serves as the front-line representative for the Finance Department.
  
Essential Duties and Responsibilities:


Under the general direction of the Vice President of Finance , the Administrative Coordinator/Project Assistant provides project assistance, administrative support, and general departmental coordination. Works closely with the Vice President of Finance on sensitive and confidential issues. Works independently in coordinating communications, projects, etc. Represents or assists the VP or other senior executives in the department when needed. Conducts ongoing communications with the internal and external community regarding policies and procedures, budgets, fiscal audits, inquiries and resolves discrepancies with vendors, etc. Organizes, facilitates, and documents various financial committees as needed. Assists the VP in meeting the goals and objectives of the Financial Area. Serves as the front-line representative for the Finance .
 
Essential Duties and Responsibilities:
 
1) Support:

  • Assist the Vice President of Finance and others department leaders , as requested, in identification, collection and scheduling of project deliverables, milestones, and required tasks, and/or establishing standards for project reporting and documentation.
  • Compiles and organizes data and advises of communication on actions needed to be taken.  
  • Responsible for the scheduling of budget meetings preparation of budget packages and catering services.
  • Financial report distribution, fiscal year end audit confirmation and related special schedules, responsible for maintaining the external financial statement distribution list and the follow up of the mailing thereafter.
  • Work with the office on various timelines for the financial operation of the college operating and capital budget process, executive benefits and audits.
  • Provides administrative support for the office when required by the Vice President of Finance.

2) Office Management:

  • Receive and direct visitors and clients
  • General clerical duties including data entry, photocopying, fax and mailing
  • Maintain electronic and hard copy filing system
  • Handle requests for information and data
  • Resolve administrative problems and inquiries
  • Prepare and modify documents including correspondence, reports, drafts, memos and emails
  • Schedule and coordinate meetings, appointments and travel arrangements for Controller and others as needed
  • Prepare agendas for meetings and prepare schedules
  • Record, compile, transcribe and distribute minutes of meetings
  • Open, sort and distribute incoming correspondence
  • Maintain office supply inventories
  • Coordinate maintenance of office equipment
  • Coordinate and maintain records 

3) Employee Communications. Responsible for ensuring that appropriate communications are distributed to employees to orient them to the Finance team and maintained current staff distribution list.


4) Accounting/Finance: Handle various related activities including, but not limited to:

  • Maintaining tax reporting files and communicating as directed with our tax advisors
  • Provide accounts payable support by preparing checks and auditing check-runs
  • Set up wire transfers, prepare deposits and other transfers
  • Coordinate documents for approval from our Valencia campus
  • Oversee preparations and administration of various small entity accounting records
  • Preparation of various data forms (ie. amp, investments, tax, etc.)

5) Record Retention. Work with the Department to catalog and monitor records, including retention and destruction when appropriate.


6) Year-end Audit. Work closely with the Vice President of Finance in developing the timeline and resources for the preparation of the fiscal year-end audit 


7) Other duties as assigned by the Controller.
Required Skills:

  • Project coordination skills. Organized work habits with attention to detail and ability to prioritize multiple tasks. Ability to work independently with self-direction and initiative essential. Ability to guide and manage projects as assigned by Controller; ability to coordinate and/or delegate tasks and work in group situations are a plus.
  • Excellent writing, editing, and proofreading skills. Essential in order to handle written communications in an independent manner for the Vice President for Finance.
  • Commitment to confidentiality essential.
  • Strong interpersonal, communication and customer service skills to assist in financial matters.
  • Ability to deal effectively with the external and college community using diplomacy, tact, commitment to confidentiality, commitment to customer service, cooperative problem solving; techniques within department and in dealing with the college and external community. Facilitation, mediation and negotiation skills necessary to resolve financial and vendor issues, and in order to organize and coordinate
  • committees. Ability to handle stressful, delicate matters in a professional, discreet, and mature manner.
  • Strong computer skills, including demonstrated experience with Excel, Word processing and database programs in a Macintosh environment. Website maintenance using HTML a plus.
  • Demonstrated capacity to develop & maintain effective working relationships with individuals & organizations reflecting a broad range of identities, perspectives & experiences

Required Experience:

  • Bachelor’s degree plus five years of experience in an office relevant to financial affairs preferred.
  • Project Management experience
  • Exhibit a consistent record of personal & professional actions that promote an inclusive climate & social justice for all.
  • This position may provide an opportunity for limited remote work.

This document does not create an employment contract, implied or otherwise, other than an “at will” employment relationship.

 

Diversity, Equity, Inclusion & Equal Employment Opportunity at Berklee : 

We support an inclusive workplace where everyone excels based on personal merit, qualifications, experience, ability, and job performance.  Berklee affirms that inequality is detrimental to our faculty, staff, students, and the communities we serve. Our goal is to make lasting change through our actions. Berklee is committed to providing fair and equitable consideration of all employees and applicants without regard to race, color, religion, ancestry, age, national origin, place of birth, gender, sexual orientation, gender identity or expression, disability, genetic information, or status as a member of the armed forces or veteran of the armed forces, or any other category protected by federal, state, or local law.

As part of this commitment, Berklee will ensure that persons with disabilities are provided reasonable accommodations. If reasonable accommodation is needed to participate in the job application or interview process, to perform essential job functions, and/or to receive other benefits and privileges of employment, please contact the Human Resources Team at hroperations@Berklee.edu or call 617-747-2375.

Berklee is committed to increasing the diversity of our institution, community, and the curriculum. Candidates who can contribute to that goal are encouraged to apply and to identify their strengths in this area.

*Currently enrolled Berklee students are not permitted to apply for staff or faculty positions.*


Employee Type:
Staff

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