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Job Description Summary

The position provides executive-level administrative support to the Vice President for Finance and Administration in a fast-paced, high-profile office. They perform a variety of confidential administrative support activities and communicates with campus staff, campus leadership, trustees, as well as various vendors for the College. The Assistant often uses their own discretion and independent judgment, which involves considering, comparing, and evaluating different courses of action before deciding or recommending a decision regarding the completion of their duties. The Assistant must possess high energy and enthusiasm, have excellent judgment and understand the critical priorities and tasks of the Vice President.

Job Description

DUTIES AND RESPONSIBILITIES:

Note: The following duties are illustrative and not exhaustive. Responsibilities may evolve based on organizational needs, and similar or related tasks may be assigned as necessary. Management reserves the right to assign additional duties as required.

• Manages workflow for the VP for Finance and Administration, prioritizing responses to incoming calls, emails, mail, meeting requests and demands for information, analysis, and reporting.
• Identifies the interrelationships between people, meetings, and tasks in order to anticipate needs and prepare the Vice President to respond to those.
• Responsible for identifying projects with the Vice President and then monitoring the progress of related action items, meetings, and deliverables to ensure timely resolution and follow-up.
• Anticipates the needs of the Vice President and exercises judgment to determine items of highest importance for Vice President’s attention. Opens, reviews, routes, and tracks incoming correspondence. Answers inquiries and composes correspondence on own initiative.
• Serves as first point-of-contact for Vice President, liaising with constituents to ensure strategic use of Vice President’s time. Screens phone calls and visitors, directing to appropriate personnel when necessary; provides information upon request.
• Performs word processing/data entry of a complex and financial nature to include: general correspondence, charts, reports, agendas, minutes, form design, policy and procedure editing, spreadsheets, and statistical data.
• Deliver, pick up, sorts mail for office; prioritizes the Vice President’s mail.
• Maintains the operational files for the Vice President.
• Makes travel arrangements for the Vice President
• Maintains records for a variety of financial transactions including purchasing, budget, and travel.
• Oversees procurement activities in Workday, reviews and issues purchase orders, ensures that purchases are correctly coded with appropriate worktags.
• Reviews encumbrances, pre-encumbrances balances and monitors roll forward balances at year end.
• Collaborates with requesters and departments to clarify procurement needs.
• Processes and monitors purchase requisitions and supplier invoice requests.
• Serves as P-Card Administrator in Bank of America Global Card Access, managing user access, limits, and account activation/deactivation.
• Assists in scheduling, planning, and supporting institutional and Board of Trustees Committees.  Includes preparation of meeting notices, meal planning, agendas, assembling and distribution of presentation materials, and completion of meeting minutes.
• Assists with audit preparation including gathering documentation, scheduling, data entry and preparation of general correspondence.
• When needed to support other staff members, works with departments to complete requests for Certificates of Insurance and transmits those to insurance broker. 
• Provides notary services for Vice President as well as for RCAD’s students, staff and faculty.
• Maintains and monitors stock of office supplies and stationery for the Vice President for Finance and Administration and the Office of Business Affairs.
• Provides support for reproduction of materials using office copier or external services, performs faxing, and performs general errands.
• Performs miscellaneous job-related duties as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

Note: The following knowledge, skills, and abilities are representative but not exhaustive. Candidates may be expected to demonstrate additional competencies relevant to the role. Meeting the listed qualifications does not guarantee job placement or advancement.

• Ability to work independently using judgment and discretion to complete job duties, projects, and assignments with minimal supervision and maintaining complete confidentiality of records and all other matters discussed or overheard.
• Proactive problem-solving skills and ability to make independent decisions.
• Excellent organizational skills; is methodical in planning and performing and demonstrates a systematic approach to carrying out assignments.
• Must be able to take and transcribe minutes accurately and efficiently.
• Mathematical skills necessary to calculate and manipulate multiple layers of data relevant to planning and financial reporting.
• Strong internet research skills.  Adept at completing complicated online research projects with minimum supervision.  Able to quickly locate and utilize most appropriate and current sources.  Ability to clearly and succinctly communicate research findings. 
• Technological self-starter.  Proficient in Microsoft Word and Excel; ability to work across entire Microsoft Office suite.  Ability to learn new applications as needed, with minimum supervision.
• Must possess a high level of interpersonal and human relations skills; ability to interact appropriately with a wide variety of personality types and work as a team member.
• Ability to generate professional meeting minutes. 
• Ability to maintain composure under pressure from multiple demands.
• Ability to communicate effectively both orally and in writing using proper grammar. 
• Ability to maintain confidentiality and sound judgment. 
• Ability to work regular established hours of operation and additional hours as business necessitates.
• Knowledge of office practices, policies and procedures. 
• Ability to present a professional appearance.

Education and Experience

Minimum

• High School Diploma or equivalent
• Coursework or specialized training in accounting, business administration, or related field
• Five years of administrative support experience, including generation of professional meeting minutes.
• Proficient in Microsoft Word, Excel, Power Point, Outlook, and data entry.

Preferred:

• Bachelor’s degree
• Experience supporting a senior-level executive; experience in higher education; experience working in an accounting environment
• Working knowledge of Microsoft Access and Project

Ringling College of Art and Design is an Equal Opportunity Employer.  The College provides equal employment opportunity to all persons without regard to sex, age, gender, color, race, national or ethnic origin, religion, marital status, sexual orientation, gender identity or expression, disability, veteran status, genetic information, or any other basis prohibited by law.