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Executive Assistant to the Vice President for Finance and Administration

Elmhurst University
Illinois, United States
Salary Not Specified
Posted date
Sep 28, 2021

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Position Type
Administrative, Academic Affairs, Chief Academic Officers & Vice Presidents, Business & Administrative Affairs, Business & Administrative Support, Chief Business Officers & Vice Presidents, Affirmative Action & Equal Opportunity
Employment Level
Employment Type
Full Time
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Job Summary

Perform duties for the Vice President for Business and Finance while accomplishing other assigned functions on a generally independent and unsupervised basis.

Salary Grade

Essential Functions

Executive Assistant
  • Supports the Vice President and his/her direct reports, including but not limited to the coordination of schedule/appointment calendar, travel arrangements, meeting arrangements, general and confidential correspondence and reports, and processes invoices.
  • Assists at and set-ups meetings which may include taking notes, arranging teleconference and Zoom calls, preparation of materials, room reservations, set-up of computer.
  • Proactively manages the preparations for all Vice President’s Board of Trustee committee meetings.
  • Confirms dates and times and guests in coordination with the President’s office.
  • Prepares supporting materials for committee meetings, drafts committee minutes and manages the trustee portal.
  • Coordinates with Vice President’s direct reports to ensure agendas and materials are prepared well in advance of deadlines set by President’s office.
  • Initiates debt compliance activities, maintains files, compliance reports, processes and records principal and interest payments relative to various bond issues.
  • Prepares for V.P. signature various Affiliation Agreements, Memorandums of Understanding in conjunction with academic departments and processes annual Independent Contractor agreements and monthly payments.
  • Coordinates Dwelling Leases each spring.
Insurance Administrative Coordinating Activities
  • Insurance Administrative Coordinating Activities:
  • Responsible for coordination between University and brokers for correspondence, files and records in connection with all University insurance policies; maintains a complete inventory of all University-wide policies.
  • Coordinate with campus departments to compile data required for annual renewal.
  • Processes premium payments, initiates special policies i.e., student nurses’ liability insurance, cadaver bonds, etc.
  • Communicate with insurance brokers in connection with claims, interpretations of policies and keep files current.
  • Liaison with broker and internal parties for the issuance, renewals or re-issuance of Certificates of Insurance.
  • Reviews all affiliation and vendor agreements relative to insurance requirements prior to execution.
  • Coordinate risk management training with broker and appropriate parties on campus as determined by V.P.
  • Responsible for special projects as assigned, may include information gathering, creating spreadsheets for analysis, and coordinating with other departments to accomplish assignments.
  • Coordinates correspondence related to the annual audit confirmation as assigned by Controller and unclaimed property reporting.
  • Demonstrates a strong commitment to continuous improvement.
  • Supports mission, vision and values.
Other Duties and Responsibilities
  • Perform other duties as assigned.
Minimum Qualifications
  • Must be a detail-oriented self-starter with the ability to multi-task and function at a high level or independent work
  • Excellent computer skills – Microsoft Office
  • Ability to articulate complex questions and answers
  • Excellent organizational skills
  • Ability to graciously communicate and interface with all constituents
  • 3-5 years’ experience supporting a C-Level manager
  • High school graduate.
  • Ability to function effectively and meet deadlines under pressure with minimal instruction follows up.
Preferred Qualifications
  • University degree.
  • Previous experience working in a finance, insurance or accounting organization.
Working Conditions/Physical Requirements
  • Employee is subject to indoor work, protected from weather conditions.
  • Work is sedentary in nature and involves exerting up to 10 lbs. of force occasionally and/or a negligible amount of force frequently/constantly in order to lift, carry, push, pull or otherwise move object.
Work Hours

Posting Date


Closing Date

Open Until Filled


Special Instructions to Applicants

Please be aware that as a continued emphasis on keeping our community safe and healthy, we will require all faculty, staff, and students to submit verification of full vaccination for COVID -19.

Please provide 3 references, including name, phone number and email. This may be included in applicant’s cover letter or optional “other” document.

Elmhurst University is a leading institution of higher education that seamlessly blends liberal learning and professional preparation to help students reach their full potential. Elmhurst University offers more than 70 undergraduate majors, 15 graduate programs, degree-completion programs for busy adults, and the acclaimed Elmhurst Learning and Success Academy for young adults with developmental disabilities. Elmhurst University is one of the Top 10 Colleges in the Midwest, according to U.S. News & World Report; and U.S. News, Money and Forbes magazine’s consistently rank Elmhurst as one of the Midwest’s best values in higher education.

Recruiting and retaining a diverse workforce is a critical component of the University’s mission, vision and core values. Our commitment stems from the belief that an institution of higher learning is enriched by the presence of diversity. Elmhurst University is an EO Employer. Elmhurst University prohibits discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to race, color, national origin, gender, sexual orientation, religion, age, creed, ancestry, veteran status, marital status, disability, or any other characteristic protected by law.

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