Assistant to the Vice President for Finance (Full-Time 30 or Full-Time 40 hours) , Non-Exempt

POSITION : Assistant to the Vice President for Finance (Full-Time 30 or Full-Time 40 hours per week), Non-Exempt

H SU JOB FAMILY CLASSIFICATION : Office Management I

D EPARTMENT : Finance & Management

S UPERVISOR TITLE : Vice President for Finance

F LSA STATUS : Non-Exempt

E XEMPTION : N / A

L OCATION : HSU Campus, Abilene, TX

TARGET HIRE DATE : As Soon As Possible

HSU CHRISTIAN STANDARD REQUIREMENT FOR EMPLOYMENT Candidate mustprofess a Christian Faith, maintain membership in a local congregation, andrespect the values and distinctives central to the historically Baptist valuesof HSU as reflected in theUniversity’s Statement of Faith.

CONTACT INFORMATION : Human Resources 325-670-1259 or

SUMMARY / SCOPE : The Assistant to the Vice President for Financeperforms complex clerical work, manages the office, and provides administrativesupport.

The Assistant works under the supervision of the Vice President for Finance.

HSU JOB FAMILY CLASSIFICATION INCLUDES THE FOLLOWING :

ESSENTIAL DUTIES AND RESPONSIBILITIES : These examples do not include all possible tasks & do not limit theassignment of related tasks.

Promotes a service-oriented, professionalenvironment for the Vice President’s Office. Schedules meetings, answers calls,handles internal and external campus inquiries, resolves problems, processespaperwork, and welcomes visitors.

Coordinatesnumerous campus property and liability insurance policies and submits claims onlosses. Compiles and updates campus datarelative to coverage requirements, prepares detailed annual applications,responds to general coverage questions, obtains and issues certificates ofinsurance.

Prepares andmaintains ongoing spreadsheets. Tracksdata, financial information and trends. Developscharts and graphs for presentations.

Reconcilesfinancial transactions and account activity.

Assists thefinance division team with various special and ongoing projects andinitiatives. Serves on committees uponrequest.

Assists campusdepartment heads in accessing and interpreting financial information throughthe Colleague system.

Maintainscontracts and terms, and monitors expiration dates.

Assists withdeveloping, maintaining, and communicating financial policies and procedures.

Research vendor issues, meets with vendors, resolves billing issues, and processespayments.

Maintainsnumerous university permanent files, including capital projects and universityproperties.

Assists indeveloping meeting and presentation materials.

Recordsmeetings and prepares minutes.

Preparescorrespondence for and communicates official information on behalf of the Vice President.

Performs otherduties as assigned by the Vice President for Finance.

Must bewilling to obtain additional training, upon request, to continue enhancing jobskills.

SUPERVISORY RESPONSIBILITIES :

Thereare no supervisory responsibilities for this position, except for studentworkers.

COMPETENCIES : This is your opportunity to demonstrate how your education and / or experience in your current or previous job relates to each function of this position.

Interview decisions are partially based on this information.

O n a separate sheet of paper, write a paragraph for each competency listed below describing your background and qualifications in each area.

To perform the job successfully, an individual should demonstrate the following competencies.

Analytical - Synthesizes complex or diverse information; collects andresearches data; uses intuition and experience to complement data;

designs workflows and procedures

Cooperation - Establishes and maintains effective relations; exhibitstact and consideration; offers assistance and support to co-workers;

workscooperatively in group situations; works actively to resolve conflicts.

Quality Management - Looks for ways to improve and promote quality;demonstrates accuracy and thoroughness.

Organizational Support - Follows policies and procedures; completes administrativetasks correctly and on time; supports organization's goals and values;

benefitsorganization through outside activities; supports affirmative action andrespects diversity.

• Planning / Organizing - Prioritizes and plans work activities; uses timeefficiently; plans for additional resources; sets goals and objectives;
• organizes or schedules other people and their tasks; develops realistic actionplans. Quality - Demonstrates accuracy and thoroughness;

looks for ways toimprove and promote quality; applies feedback to improve performance; monitorsown work to ensure quality.

QUALIFICATIONS : To perform this job successfully, an individual must be able to perform each essential duty satisfactorily.

The requirements listed below are representative of the knowledge, skill, and / or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

KNOWLEDGE, SKILLS, & ABILITIES (Language, Mathematical, Reasoning and Computer Skills) :

LANGUAGE SKILLS : Ability to read, analyze, and interpret general businessperiodicals, professional journals, technical procedures, or governmentalregulations.

Ability to write reports, business correspondence, and proceduremanuals. Ability to effectively present information and respond to questionsfrom groups of managers, clients, customers, and the general public.

MATHEMATICAL SKILLS : Ability to calculate figures and amounts such as discounts,interest, commissions, proportions, percentages, area, circumference, andvolume.

Ability to apply concepts ofbasic algebra and geometry.

REASONING ABILITY : Ability to solve practical problems and deal with a variety ofconcrete variables in situations where only limited standardization exists.

Ability to interpret a variety of instructions furnished in written, oral,diagram, or schedule form.

COMPUTER SKILLS : Toperform this job successfully, an individual should have knowledge of word processingsoftware, spreadsheet software, project management software, payroll systems,and accounting software.

EDUCATION / EXPERIENCE :

HighSchool Diploma or GED required. Bachelor’sdegree is preferred.

Two years of administrativesupport experience strongly preferred.

Musthave the ability to work under pressure and deal with deadlines (essential).

Mustbe comfortable with multi-tasking, flexible with fluid situations and effectivewith changing priorities.

Musthave strong interpersonal skills (emotionally intelligent).

Musthave strong commitment to the values of diversity and human compassion.

Mustbe committed to the personal development of college students.

Mustbe committed to working in collaboration with constituencies.

Mustbe very detail-oriented and be able to work accurately with numbers, data, andspreadsheets. Must be able to performbasic math calculations, and be able to read and interpret instructions,policies, and procedures.

Mustbe highly organized, hard-working, and efficient. Must be able to meet deadlines and multi-taskin a high-volume service area.

Mustbe proficient in using technology such as : databases, portals, general ledgersoftware, developing EXCEL spreadsheets and graphs, PowerPoint presentations,and word processing.

Mustbe an excellent communicator in both written and verbal forms.

Mustexemplify Christian values and be willing to positively serve multipleconstituents in a Christian context, including students, faculty, staff,administrators, trustees, outside vendors, and the general public.

The above requirements will be validated through the writtencompetencies provided by the applicant in addition to the interview process andreference checks regarding past employment experience, qualifications, etc.

CERTIFICATES, LICENSES, REGISTRATIONS :

None are required for this position at this time.

PHYSICAL REQUIREMENTS :

This position issedentary in nature. Must be able to sit for long periods of time whileperforming office and computer operations.

The physical demands described here arerepresentative of those that must be met by an employee to successfully performthe essential functions of this job.

Reasonable accommodations may be made toenable individuals with disabilities to perform the essential functions.

Whileperforming the duties of this Job, the employee is frequently required to sitand talk or hear. The employee isoccasionally required to walk and reach with hands and arms.

Theemployee must frequently lift and / or move up to 10 pounds and occasionally liftand / or move up to 25 pounds.

Must be able to sit for long periods while performing office andcomputer operations.

WORK ENVIRONMENT :

The work environmentcharacteristics described here are representative of those an employeeencounters while performing the essential functions of this job.

Reasonable accommodationsmay be made to enable individuals with disabilities to perform the essentialfunctions.

The noise level in the work environment is usually moderate.