Administrative Assistant, Administration & Finance

Job Description Summary

Reporting to the Director of Divisional Initiatives and Business Management, the Administrative Assistant provides executive administrative support to the Associate Vice President, Procurement & Campus Services, the Associate Vice President of Financial Planning and Budgeting, the Assistant Vice President, Finance and Controller, and the Vice President and Chief Human Resources Officer.

The Administrative Assistant anticipates daily needs; works independently with minimal supervision in an environment of multiple and sometimes conflicting priorities and performs day-to-day administrative operations for the Procurement & Campus Services department and the Financial Operations department. Duties are of varying complexity and the ability to multitask is critical. This position interacts heavily with internal colleagues, vendors and service providers; providing expeditious and quality customer service.

Essential Duties

This position provides core executive administrative support to members of the Administration and Finance division, including calendar management, scheduling meetings, telephone reception, preparing correspondence, coordinating meeting materials, formatting documents and presentations, notetaking etc. This position maintains records in several different systems and oversees day-to-day office operations for the Procurement & Campus Services department and the Financial Operations department. Other administrative responsibilities include reserving rooms, arranging catering, making travel arrangements, ordering office supplies, sorting mail, copying, filing, maintaining internal directories and lists.

Works in conjunction with the business management staff to support division-wide functions and activities, such as all-staff meetings, anniversary recognition and division events. This position works across the division to support divisional onboarding, offboarding and recruiting activities. Provides cross-divisional support and backup as needed.

Additionally, this position maintains an active database of Registry of Motor Vehicles registrations, monitors termination dates, and assists in insurance renewals. Through this process, the Administrative Assistant manages high risk and confidential information.

Assists with special projects and events and performs other duties as assigned.

Minimum Qualifications

• High school degree required; bachelors preferred.

• Minimum of 2 years of related experience.

• Must be proficient with Microsoft applications, specifically Outlook, Excel, Word and PowerPoint.

• Must be detailed oriented and possess excellent interpersonal, organizational, analytical, problem solving, written and oral communications skills.

• Must be able to deal with confidential and sensitive material/information in a professional manner and handle information with discretion and sound judgment.

• Prior Workday experience a plus.
  

Work Environment

• Typical office setting with extensive sitting and computer work.

• Ability to travel around campus for work related duties and events.

• Ability to go up and down stairs on a frequent basis.

• May need to carry 25-50 pounds as needed for work purposes.

Bentley University requires references checks and may conduct other pre-employment screening.

DIVERSITY STATEMENT

Bentley University strives to create a campus community that welcomes the exchange of ideas, and fosters a culture that values differences and views them as a strength in our community.

Bentley University is an Equal Opportunity Employer, building strength through diversity. The University is committed to building a community of talented students, faculty and staff who reflect the diversity of global business. We strongly encourage applications from persons from underrepresented groups, individuals with disabilities, covered veterans and those with diverse experiences and backgrounds.

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