VP ADMINISTRATIVE - ASSISTANT TO SENIOR VICE PRESIDENT/CFO

Columbia Association, headquartered in Howard County, Maryland, is known for engaging our diverse community, cultivating a unique sense of place, and enhancing the quality of life in Columbia, Maryland, all thanks to the efforts of our remarkable team members. If you share in our passion for teamwork and our vision, we want you to fast-forward your career with us at Columbia Association.


ASSISTANT TO SENIOR VICE PRESIDENT/CFO
The Assistant to the Senior Vice President and CFO (“Assistant”) coordinates, oversees, and/or performs a wide variety of administrative activities and services including confidential assignments for the Senior Vice President and CFO (“SVP”) and other members of the Accounting and Finance Divisions. Under the SVP’s direction, this position manages the administrative operations of the Office of the SVP Vice President. The Assistant works closely with the SVP in every area of responsibility, with the following major functions:
• Office management, including acting as a liaison with vendors, CA senior staff, and occasionally, Board members and community members;
• Assembles and organizes materials for Board work sessions and meetings, Risk Management Committee meetings and Audit Committee meetings and all internal meetings
• Receives logs and reviews general liability incidents and works with the SVP and Director of Finance/Treasurer on various risk management matters, especially for the general liability self-insurance program.
• Provides administrative support to the Director of Finance/Treasurer, Controller and Risk Management Specialist
• Serves as secretary of the Capital Projects Recommendation Committee (“CPRC”) and handles all related record-keeping responsibilities for the CPRC.


Essential functions:


The Assistant to the Senior Vice President is responsible for the daily operation of the Senior Vice President’s Office which includes providing administrative support including handling correspondence, scheduling meetings and appointments, drafting routine correspondence, handling inquiries from within CA, from outside organizations and the public by responding as appropriate, and/or forwarding the messages to the appropriate individuals for handling; assisting in the maintenance of the SVP’s calendar; sorting mail and placing items in appropriate folders, overseeing the management of supplies and equipment; and reviewing and receiving invoices for payment.
• The Assistant provides assistance to the SVP in preparation of materials for Board and Board committee work sessions and meetings. This includes collecting and assembling all documents for the agenda and backup; assembling all other materials to be posted on CA’s website; maintaining folders of meeting agendas, backup materials and approved minutes.
• The Assistant shares responsibility with the Executive Assistant to the President for updating the Columbia Association website with the latest Board of Directors and related committee meeting agendas and meeting minutes. This extensive activity includes creating “pdf” files for backup documents; linking backup documents to the agenda; posting materials to the website; updating information on the website; and verifying all links in the posted materials are accessible.
• The Assistant also provides administrative support to the President’s Office when the Executive Assistant to the President is absent or unavailable.
• The Assistant works closely with the SVP on risk management matters and is responsible for the preparation and materials for the Risk Management Committee meetings, maintaining folders of meeting agendas, backup materials and approved minutes.  The Assistant also maintains a log of general liability incident reports and files a copy of the incident report with CA’s third party administrator.
• The Assistant provides general liability incident materials, contact information, photos, etc. to the third party administrator, and frequently makes an initial recommendation as to the reporting of such incidents. The Assistant may also interact with claimants and the trustee on claim status, settlement arrangements, etc.
• The Assistant may oversee or participate in special projects at the direction of the Senior Vice President.
• The Assistant assists in coordinating the schedule and production of CA’s Quarterly Board of Directors financial reports and budgets. The Assistant reviews and edits almost all of these documents before they are given to the SVP for further editing and review.
• The Assistant reviews all capital purchase overruns for the President’s signature The Assistant is a key member with all of the record-keeping responsibilities for the Capital Projects Recommendation Committee, and the accounting team that tracks and accounts for capital projects and fixed assets.
• Prepares and updates the Board of Directors orient