Executive Administrative Assistant

Executive Administrative Assistant to the Vice President for Finance

The University of Lynchburg, a private, regional university in the beautiful foothills of the Blue Ridge Mountains in Central Virginia, is seeking applicants for a full-time Executive Administrative Assistant to the Vice President for Finance position in the Finance Office.

This position reports to, is supervised by, and evaluated by the VP for Finance. The evaluation of work performance will be ongoing and will be carried out by the VP for Finance. It will include the specific duties and responsibilities of this position description, plus employee attitude and general working behavior.

Job Type: FT (Benefits Eligible)

Job Purpose: Responsible for providing administrative and executive administrative support to the Vice President for Finance.

Specific Job Duties: 

• Provides executive administrative support to the Vice President for Finance (VPF).
• Coordinates meetings with the VPF and a variety of campus and off-campus constituents and groups.
• Serves as coordinator for the VPF’s schedule for appointments, meetings and travel. 
• Manage an extremely active calendar of appointments. 
• Prepare in advance all materials the VPF needs for upcoming meetings allowing time for review.
• Circulate meeting materials in advance to attendees, and track follow-up items.
• Provide administrative assistance to assigned Board of Trustees committees.
• Keep the VPF informed of upcoming commitments and responsibilities, following up appropriately.
• Serves as record keeper for policies, procedures, decisions, motions, actions, made by the VPF.
• Manage the VPF’s email and voicemail by prioritizing, escalating, drafting responses as needed, and helping ensure that all correspondence to the VPF are appropriately and timely responded to.
• Organize projects the VPF is leading to include emails, standing meetings, meeting agendas, meeting minutes, planning documents, and follow-up items.
• When necessary, draft initial responses for the VPF’s review and may be primarily responsible for distributing the message/response.
• Screen and direct calls coming into the VPF.
• Under the guidance of the VPF, ensure that vacant University properties are placed with a management company for rental.
• Responsible for all mail in and out of the VPF’s Office.
• Prepare monthly expense analysis reports and monitor expenditures under the current budget for the Finance unit.
• Performs routine duties – receptionist, processes mail, filing, order supplies, maintaining office equipment to be in good working condition.
• Work with the Marketing and Communication Unit to maintain the webpage for the VPF and the VPF’s unit.
• Serves as liaison with faculty, staff, students, alumni, trustees and friends of the University.
• Timely notify the VPF of issues or concerns that arise, using sound judgement to suggest solutions and/or opportunities. 
• Performs other related duties as assigned by the VPF.

Benefits:

Generous paid vacation, personal days, paid sick time and family leave, comprehensive insurance (medical, dental, vision, etc.) and retirement plans, flexible spending account, tuition remission, life and long-term disability insurance, and more. Learn more about employment benefits at the University of Lynchburg.

Schedule:

• 8:30 am - 5:00 pm (7.5 hours/day with some evenings and weekends to meet needs of the VP and department may be required

Experience/Skills:

• Ability to communicate effectively and have the ability to understand, comprehend and follow directions
• Must have good teamwork skills
• Equipment and program knowledge in computers, calculators, Konica Copiers and Scanners, Telephones, Ellucian Colleague, and Google Suite, including Google Documents, Sheets, Sites, Calendar, Forms
• Microsoft Suite (Excel, Word, PowerPoint)

Physical Demands:

• Prolonged standing/sitting/wrist movement
• Ability to lift 10 lbs.

Minimum Experience and Qualifications:

• Minimum of 5 years progressively responsible adminstrative experience. 
• Above-average knowledge of office procedures and administrative skills. 
• Proficient with Google Office Suite apps and Microsoft Office Suite. 
• Excellent organizational skills. 
• Excellent typing skills. 
• Must be a self-starter, ability to handle multiple priorities, and have a close attention to detail and accuracy. 
• Must be courteous, people-oriented, and possess excellent interpersonal skills. 
• Demonstrated ability to deploy high-level judgement, discretion, and hold confidentiality.
• A tactful and mature demeanor with ability to interact with all levels of internal and external stakeholders, especially deploying excellent written and oral communication skills. 
• Notary Public or ability to become a Notary Public within three months of hire.
• Excellent English-language oral skills for effective communication on the telephone and with interoffice contacts.
• Excellent English-language reading and writing skills for responding accurately to inquiries, drafting correspondence, and composition of reports. 
• Good mathematical skills necessary for preparation of statistical reports (budgets, etc.) and other assigned projects.

Minimum Education: 

• High school diploma and five-plus years of similar experience are required.
• Post-high school education, preferably in business or administrative related field, and computer skills training, or extensive years of experience in higher education professional office setting preferred.
   

Work Remotely:

No

We seek candidates who are committed to the University of Lynchburg’s efforts to create an environment that fosters a student-centered environment, develops the breadth of knowledge associated with liberal education, respects and supports diversity, equity, and inclusion, values and celebrates diverse faith traditions, and sustains close working relationships among faculty, staff, students, alumni, and community partners.

Candidates must successfully pass a background check that is satisfactory to the University. 

Submit a cover letter, résumé, and three professional references to: 

Human Resources Jobs Page

The University of Lynchburg is dedicated to inclusive excellence. We celebrate the diversity of our common life, affirming our different histories, realities, and identities. All belong here. 

As a testament to our strong commitment to accessibility, diversity, and inclusion, we will attract, celebrate, and retain a community of diverse students, staff, and faculty; foster belonging; and create a campus environment that embraces civil discourse and accountability for our words and actions. 

The University of Lynchburg embraces diversity in its broadest sense. We will cultivate an inclusive, equitable, and safe campus climate grounded in mutual respect and understanding, where all members of our diverse learning community - alumni, employees, learners, visitors, and volunteers- can thrive. 

The University of Lynchburg is an equal-opportunity employer.