Executive Assistant to the Vice President for Finance and Administration

Executive Assistant to the Vice President for Finance and Administration
Whitman College

Compensation: $53,000 - $58,000

WHITMAN COLLEGE

Located in the historic community of Walla Walla, Whitman's vibrant and beautiful tree-lined campus is home to an intellectually diverse, dynamic, welcoming and supportive community of some 500 staff and faculty serving approximately 1,500 students from the local region and across the globe. With exceptional students, accomplished faculty and staff, and a fiercely loyal and growing number of engaged alumni, Whitman College continues to build on its national reputation for academic excellence as one of the top liberal arts colleges in the country.

Whitman College is cultivating a community built on inclusion and belonging. We recognize the value of those who can offer historically underrepresented perspectives and encourage applications from those whose background, knowledge, and insights from lived experience can add to the college's working and learning environment. Whitman College is an Equal Employment Opportunity employer (EEO).

POSITION PURPOSE

The Executive Assistant to the Vice President for Finance and Administration provides administrative support to the Vice President for Finance and Administration, the Assistant Vice President for Finance and Controller, and the Office of Accounting and Business Services. As a member of the Division of Finance and Administration, this position performs a wide variety of services that are essential to the office and the College while maintaining a high degree of professionalism and discretion.

HIRING SALARY

The successful candidate can expect to start between $53,000 and $55,000 annually.

PRINCIPAL ACCOUNTABILITIES

• Provide primary administrative and logistics support to the Vice President for Finance and Administration and the Assistant Vice President for Finance and Controller, including, but not limited to the following:
  • make travel arrangements for conferences and meetings;
  • maintain calendars;
  • answer phones and interact with students, faculty, staff and visitors of the College;
  • prepare confidential materials and financial reports;
  • help maintain various office deadlines;
  • coordinate logistics for off-site meetings;
  • process vendor payments and reimbursements;
  • track office supply needs and restocks as needed;
  • schedule and arrange candidate interviews/logistics for vacant/new positions;
  • regularly review primary finance and administration budgets;
  • reconcile purchasing card expenses into expense reports for self and Vice President for Finance and Administration;
  • serve as primary point of contact for the Memorial Building questions and general management; and
  • update divisional, building, and administrative professional listservs.
• Assist in preparing materials for three trustee committees and the President's Budget Advisory Committee.
• Serve as the insurance coordinator responsible for preparation of renewal applications for liability, auto, crime, and fine arts coverage and the campus contact for auto claims reporting, certificates of insurance, and other insurance related matters.
• Coordinate and compute data for college year-end financial audit.
• Serve as a primary point of contact for the college purchasing card program, process applications for card issuance, and provide card maintenance campus-wide (increase/decrease limits, report lost/stolen cards).
• Administer Washington State Property Tax Exemption report.
• Provide notary services for the College community.
• Annually process all copyright licenses, state business licenses and registrations, volunteer tax letters, and employee conflict-of-interest statements.
• Organize campus-wide initiatives, such as collecting monthly college copier charges, and shred bin emptying.
• Support the Finance and Administration Leadership Team with event planning, clear communication, and administrative assistance, when needed.
• Complete additional duties as needed.

REQUIRED KNOWLEDGE, SKILLS & ABILITIES

Must be able to explain and/or demonstrate possession of the knowledge, skills, and abilities to safely perform the essential functions of the job, with or without reasonable accommodation. Specifically,

• Strong organizational skills and the ability to prioritize and manage multiple tasks;
• High degree of accuracy and attention to detail including spelling, proofreading, composition of correspondence;
• Ability to use general office equipment including telephones, computers, copy machines, etc.;
• Strong computer skills including proficiency with Microsoft Office Suite (Word, Excel and PowerPoint), familiarity with Google Workspace applications (Google Drive, Google Calendar, Gmail, etc.), and ability to learn new software programs quickly;
• Excellent communication skills, both oral and written, are necessary to diplomatically relate to students, families, other campus departments, overseers, trustees and external constituencies;
• Ability to work in an open office setting with frequent interruptions from telephone calls and walk-in visitors;
• Ability to positively and actively contribute to the College's core values of diversity, equity, inclusion and antiracism;
• Ability to maintain confidentiality and professionalism; and
• Ability to take initiative on new projects and use problem solving skills to find creative solutions.

MINIMUM QUALIFICATIONS

• Three years administrative support experience.
• General computer skills including word processing and spreadsheets.

BENEFITS

Whitman College offers a competitive benefits program that is designed to attract qualified candidates and retain talented employees. Full-time employees enjoy the following benefits:

Medical/Dental/Vision Insurances.

Basic life, accidental death and dismemberment and long term disability insurances with the capability to elect additional voluntary coverage.

403(b) Defined Contribution Retirement Plan with a 10% matching contribution after eligibility requirements are met.

Paid Time Off: 10 accrued vacation days, 12 accrued sick days, 13 paid holidays.

Tuition Remission - Dependent Children.

Employee tuition waiver for one Whitman course per semester.

Employee Assistance Program.

Relocation benefits for eligible employees.

Learn more about benefits eligibility here.

DISABILITY ACCOMMODATION FOR JOB CANDIDATES

Contact Human Resources regarding requests for disability accommodation in the employment application process.

APPLICATION REVIEW

Application review will begin October 9, 2024 and continue until the position is filled.

START DATE

October 2024

For full application instructions and position description, visit https://whitman.bamboohr.com/careers/375


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