| Description of Job Duties and Responsibilities |
Fairmont State University is a vibrant, forward-thinking institution dedicated to providing high-quality education and fostering a diverse and inclusive community. With a rich history, we strive to empower our students, faculty, and staff to excel in their pursuits and contribute positively to society.
The Assistant to the Vice President for Finance and Administration/CFO provides administrative assistance to the CFO and is responsible for the efficient operation of the administrative functions of the Administration and Finance area.
ESSENTIAL DUTIES AND RESPONSIBILITIES
- Manages the daily administrative activities of the CFO’s office and supports the various departments that comprise Administration and Finance.
- Manages CFO’s calendar, schedules meetings, and oversees meeting arrangements.
- Regularly assists with budget planning, preparation, execution, and revisions.
- Acts as a liaison to CFO’s direct reports; assisting as necessary.
- Assists extensively with corporate insurance renewals and processing of Certificates of Insurance documents, claims, and the maintenance of policies and reports.
- Prepares meeting documents (drafts correspondence, spreadsheets, agendas, PowerPoint presentations, and organizational charts).
- Set up meetings with appropriate technology, handouts, refreshments, etc.
- Takes meeting minutes and generates documented meeting minutes as required.
- Scans and copies documents and maintains the CFO electronic and physical filing systems.
- Conducts research and compiles information for reports and presentations pertinent to Administration and Finance operations and strategic objectives.
- Assists with the preparation of quarterly reports to the Finance Committee, Executive Committee, and full Board of Governors.
- Develops and refines department forms, policies, procedures, and best practice documents.
- Orders office supplies, lunches and refreshments as needed, reloads copy/print machines, and coordinates the appropriate shredding/destruction of confidential materials.
- Prepares and processes purchase orders, and codes incoming invoices for A/P processing as requested.
- Support a healthy office culture that encourages teamwork, professionalism, positivity, professional development, and high morale among the Financial Affairs team.
- Updates Accounting Manual processes and procedures as requested.
- Other duties as assigned.
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| Minimum Required Qualifications |
- Demonstrates the highest degree of integrity, professionalism, diplomacy, and discretion.
- Ability to handle multiple tasks efficiently and effectively and meet regular and often demanding deadlines.
- Ability to handle strictly confidential information in a professional manner.
- Motivated self-starter with excellent anticipation and prioritization skills.
- Must possess excellent judgment and demonstrate independent thinking and resourceful problem-solving skills.
- Proficient computer skills (MS Outlook, Word, Excel, PowerPoint, and internet research). Strong Excel skills a must.
- Superior communication skills in person, on the phone, by email, voicemail, and in writing.
- Sound knowledge of professional business and corporate cultures.
- Possess the flexibility necessary to successfully master changing priorities, meeting scheduling and preparation changes.
- Proven record of supporting an executive in a professional work environment.
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