Finance & Administration Business Manager - ADD STAFF, Inc.

SUMMARY DESCRIPTION

Provide executive administrative services to the VP/CFO, manage divisional business operations; support the Board of Trustees VPCFO committees and administer daily risk management services.

RESPONSIBILITIES:

Executive Administrative Services:

• Manage VP/CFO calendar, schedules, and travel arrangements.
• Serve as liaison between the VP/CFO with the Office of the President and other internal and external contacts.
• Maintain confidentiality and exercise professionalism, discretion, and integrity in all interactions with the Office of the President, all cabinet members and their offices.
• Prepare and draft correspondence, screen calls and determine referrals to others or respond directly.
• Gather information, prepare materials, agendas, and schedules, synthesize data for slides and presentations, facilitate organization for meetings and committees.
• Support VP/CFO s roles in national and regional organizations and boards (NACUBO, WACUBO), scheduling, preparing materials, taking minutes, drafting correspondence, communicating with others.
• Manage documents circulation and signature requirements; communicate with departments and external entities.
• Assist the VP/CFO and division leadership team to develop and implement the division s strategic plans related to antiracism, mental health and wellbeing, and workplace culture.

Office Operations & Project Management:

• Initiate internal department communications and to the campus community on general finance communication and updates.
• Monitor and track department budget expenditures on multiple budgets and follow-up on questioned transactions. Provide monthly updates on spent rates and balances available to the AVP and VP through regular analysis and assessment including future spending needs and project sufficiency of each budget for division s needs. Reconcile p-card transactions, track and manage internal office expenditures, track and process legal payments and campus wide invoices.
• Prepare audit confirmation letters to test the existence, accuracy, and ownership of bank, investment, and donor accounts during the interim audit and final audit. Collect Board Committee minutes and agendas, legal information and other corporate documents for audit as needed.
• Serve as the department s primary liaison with Human Resources on recruitment and personnel policy processes.
• Research, analyze and/or study information affecting operations. Serve as a subject matter expert on all campus wide policies impacting employees in the division and keep Finance & Administration leadership apprised of such policies.
• Coordinate event planning for the division and collaborate with the office of the president and other divisions.
• Serve as the primary point of contact for technical/computer issues for the VP/CFO and finance administrative offices.
• Organize and maintain office records and files (written, electronic, archives) for quick and easy access for the VP and AVP.
• Manage division website and intermittent updates. Review regularly for needed refinements.
• Supervise student employees coordinating work duties with other department staff. Share supervision of the accounting clerk related to receptionist/front desk responsibilities (greeting visitors, mail review, website updates, office leave calendar, ordering supplies).

Real Estate:

• Serve as primary point of contact for inquiries and communication on property considered for purchase or sale, including coordination with the title company, and management of property closing documents and deeds.
• Ensure newly purchased property information is shared with the insurance broker for proper insurance coverage.
• Serve as primary point of contact for inquiries on appraisals for campus buildings.
• Board of Trustees Support:
• Gather, edit, and prepare materials for BOT VP/CFO meetings and committees.
• Attend all Board Committee meetings, staffed by the VP/CFO, including Budget & Finance Committee Meetings, Investment Committee Meetings; Buildings, Grounds & Infrastructure Committee Meetings; and Audit Committee Meetings, as appropriate.

Risk Management & Other:

• Partner with the risk management administrator and insurance broker on certificates of insurance requests, policy updates and renewals, day to day incidents and inquiries, along with needed information and research.
• Maintain notary public list, annual bond review and updates, and process insurance renewal payments.
• Actively support the organizations s commitment to be an antiracist institution by understanding, engaging with, and promoting diversity, inclusion, and equity in the college community.
• Promote a culture of safety and environmental protection by working in a safe manner; immediately reporting unsafe situations and accidents; following college procedures and participating in appropriate safety training.
• Demonstrate environmental sustainability by using resources wisely and supporting the college s sustainability initiatives and innovation.
• Perform other duties as assigned.

REQUIRED QUALIFICATIONS

Some college/Associated degree plus a minimum of eight years related experience including five years as an executive assistant, progressively responsible experience in managing administrative and financial operations; exceptional administrative, organizational, human relations, and technical skills; ability to develop and maintain working relationships with people from different cultural backgrounds and perspectives, ability to work independently and accurately, must demonstrate ability to work with discretion, a high level of resourcefulness diplomacy, integrity, and professionalism in all aspects of responsibilities; ability to maintain the confidential nature of information and issues that arise in the course of the job and office of the VP/CFO; skilled in making decisions by seeking out best alternatives for complex issues; ability to take initiative and work in a fast-paced environment with timelines and be able to navigate shifting priorities with ease; outstanding customer service and budget management/analytical skills; excellent oral and written communication skills; advanced-level proficiency in computer software to include the use of Microsoft Office programs and virtual meeting resources, experience using databases and performing internet research, and aptitude for learning new databases and software.;.

PREFERRED QUALIFICATIONS

Bachelor s degree; experience in a higher education administrative support role; experience using Banner, Concur, and Canvas.

Location-downtown Colorado Springs

Contract 2-3 months

Part time 20-30 hours per week

Monday-Friday between 8am-5pm

Pay=$27/hr-$35/hr