Finance Project Manager/Executive Assistant

This position reports to the CFO.  Primary responsibility is to work with the CFO to manage smaller divisional projects as assigned as well as maintain CFO calendar.  Supports Financial Analyst/Sr Project Manager on larger projects and research as needed. Works with Financial Analyst team to support account analysis or follow up with divisions as needed.  Serves as a point of contact for the Office of the CFO to exercise superior customer service and responsiveness to external and internal inquiries. Coordinates monthly divisional budget meetings and assists with minutes of these meetings.  Assists Controller with follow up necessary for timely monthly close procedures. Assist Controller with year end audit as needed.  Maintains the day to day activity on Saxon Inn Inc.  Works with CFO on compilation of annual insurance renewal documents.  Assists CFO and Financial Analyst/Sr Project Manager with preparation of board materials and acts as liaison with the President’s Office.  Responsible for working with event coordinators to obtain liquor permits and facility/service contracts. 

Rate: $24.49-$25.89, 35 hours per week

Essential Functions

• Develops and maintains project timelines and task assignments, monitors and records progress and milestones
• Assists CFO and Financial Analyst team with journal entries and budget adjustments
• Assists in the preparation of Board related communications and meeting prep for four (4) Committees: Audit, Investment, Finance, Facilities & Grounds
• Ensures board committee packets are forwarded to the President’s Office in a timely manner
• Maintains the day-to-day activities of Saxon Inn Inc. – filing for special permits, processing annual license renewals, annual inventory count
• Prepare insurance renewal documents
• Organize and create files, managing filing system both electronic and in paper form. Manage the record retention/policy retention procedures
• Prepare facility or event contracts for signature by CFO; manage requests, mailings and submissions of signed documents
• Field general requests for Certificates of Insurance and issue accordingly
• Assists the Controller with the year end audit workpapers. Works with the university attorneys and CFO to gather, execute, and maintain legal documents
• Ensures superior customer service to all constituents

Other Duties & Responsibilities

• Cross-train with Business Office positions to function as backup and other duties as assigned
• Project implementation for specific projects as assigned.
• Reconcile Business & Finance credit card: approval of all charges, attaching receipts to statements electronically and submitting
• Maintain official divisional organizational chart; update and distribute as necessary
• Other duties as assigned
• Supports and assists in creating intersections for faculty, staff and students that will assist in transforming people’s lives
• Supports and assists in creating an evolving culture of mentoring and rich engagement opportunities for faculty, staff, and students
• Maintains a commitment to diversity, equity and inclusion and a high degree of cultural competence and respect for a wide range of identities and experiences, therefore welcoming and supporting all faculty, staff and students and expanding access to the AU experience
• Maintains a safe working environment within and around their facilities and associated equipment and supplies including, but not limited to, obtaining Safety Data Sheet (SDS) information pertaining to any hazards associated with their work environment
• Participates in all required assigned training, including safety training and will comply with safety rules, regulations, and protocols
• Effective written and oral communication skills
• Contributes to the overall success of the University by performing other duties as assigne

Confidentiality  Accuracy

• This position has access to all account balances and student record information. Therefore, confidentiality is of the utmost importance in these areas. This information is handled on a daily basis. Student information is confidential because it contains the student’s social security number and other personal information. This information should not be shared without appropriate authorization.  This information can only be released to external people that the student has authorized. Only the authorized individual can release account information to the person, or persons listed in the chart of accounts. Accuracy and attention to detail is at the heart of every task. This position is subject to continuous interruptions and requires the ability to maintain concentration and focus along with a pleasing disposition
• Safety: Participate in safety