The Executive Assistant of Finance Administration is responsible and accountable to the Senior Vice President of Finance and Chief Investment Officer (CIO). The Executive Assistant is responsible for assisting the Senior Vice President of Finance/Chief Investment Officer, managing office operations for the Investment Services Division, the Tax Department and managing the operational budget for the Division. This involves, but is not limited to, working with staff on related procedures, understanding and enforcing office and school policy, and working with other departments.
ESSENTIAL FUNCTIONS AND RESPONSIBILITIES
- Schedule appointments and meetings for the Senior Vice President of Finance and CIO including but not limited to investment managers, vendors, auditors, advisors and internal staff
- Answers the phone for the Investment Services Division in a professional matter.
- Assists in obtaining conflict of interest forms and other necessary compliance related materials for the Investment Staff Division.
- Review the State Street portal for any outstanding transactions for approval and coordinates approval when needed.
- Takes minutes for the investment committee and other meetings as requested.
- Keeps the division budget
- Ensures all treasury and investment documents follow stated procedure for review and signature by the Senior Vice President of Finance and Chief Investment Officer and the Chief Financial Officer.
- Assists in the coordination with legal affairs of the review of legal documents by the Senior Vice President of Finance and Chief Investment Officer and the Chief Financial Officer.
- Keeps master calendar and coordinates schedules for Investment Services conference room.
- Books travel arrangements for investment staff to ensure continuity.
- Prepares timely P-card reconciliations for the Senior Vice President of Finance and CIO and other senior investment staff as assigned.
- Ensures p-card reconciliations for investment staff are done on a timely basis and assist where necessary.
- Completes necessary budget paperwork such as requisitions, requests for checks, encumbrances, budget amendments, etc.
- Orders office supplies and equipment
- Maintains confidentiality at the highest level.
- Signs a conflict of interest for Investment Division.
- Promotes Best Christian Workplace culture
- Other duties as assigned
SUPERVISORY RESPONSIBILITIES
QUALIFICATIONS AND CREDENTIALS
Education and Experience
Preferred Qualifications:
- Bachelor’s degree in business-related discipline
- 5-7 years’ experience in an Administrative Assistant position
- Concur, BuyLU, P-card and Infor experience
- Knowledge of Banner
- Veterans/military benefits and outside aid.
- Fluent in Spanish or American Sign Language
Minimum Qualifications:
- Bachelor’s degree in business-related discipline with 4-5 years experience in an Administrative Assistant position
- Ability to articulate and defend the unique Christian educational mission and vision of Liberty University and its subsidiaries to a wide variety of individuals and groups.
- Ability to work a flexible schedule that may include days, evenings, and weekends.
- Excellent and detail oriented communication, arithmetic, and organizational skills
- Ability to utilize a calculator and computer including Microsoft Word, Excel, and Outlook
- Individual must not be in default on any federal student or parent loan.
- Individual must not be convicted of, or pled nolo contendere or guilty to, a crime involving the acquisition, use, or expenditure of federal, state, or local government funds, -or- be administratively or judicially determined to have committed fraud or any other material violation of law involving federal, state, or local government funds (CFR 668.14(b)(18)(i)).
ABILITIES AND COMPETENCIES ESSENTIAL TO THE FUNCTION OF THE JOB
Communication and Comprehension
- Ability to pass Banner, compliance standards, and training tests
- Ability to pass Concur, BuyLU, P-card and Infor training
- Ability to demonstrate excellent customer service including accurate and timely support to students and staff
- Ability to adhere to federal, state, and institutional policy and compliance requirements including confidentiality and recordkeeping requirements
- Ability to stay organized and work in a fast pace environment
- Excellent Computer skills
Problem Solving
- Intuitively able to reason, analyze information and events, and apply judgment in order to solve problems of both a routine and complex nature
Physical and Sensory Abilities
- Occasionally required to travel to local and campus locations
- Frequently required to sit for extended periods to perform deskwork or type on a keyboard
- Regularly required to hear and speak in order to effectively communicate orally
- Occasionally required to stand, walk, and climb stairs to move about the building
- Occasionally required to handle materials, reach overhead, kneel or stoop in order to conduct business
- Regularly lift 10 or fewer pounds
WORKING CONDITIONS
Work Environment
The working environment in which one will typically perform the essential functions of this position is a climate-controlled office setting. It is well lighted and the noise level is moderate.
Driving Requirements
Employee will occasionally drive to campus, local, and distant locations. Use of one’s personal vehicle (or LU vehicles) is required for travel in the performance of the essential functions of this position. Proof of a valid Virginia driver’s license, an acceptable DMV record, and liability insurance is required.
Target Hire Date
2024-10-31
Time Type
Full time
Location
Lynchburg - In Office
The University is an Equal Opportunity Employer. We believe it is our moral and legal obligation to meet the responsibility of ensuring that all management practices regarding employees are conducted in a nondiscriminatory manner. In compliance with Title VII of the 1964 Civil Rights Act, and other applicable federal and state statutes, all recruiting, hiring, training, and promoting for all job classifications will be administered without regard to race, color, ancestry, age, sex, national origin, pregnancy or childbirth, disability, military veteran status or other applicable status protected by law, including state of employment protected classes. It is, therefore, our policy and intention to evaluate all employees and prospective employees strictly according to the requirements of the job. All personnel related activities such as compensation, benefits, transfers, job classification, assignments, working conditions, educational assistance, terminations, layoffs, and return from layoffs, and all other terms, conditions and privileges of employment will be administered without regard to race, color, ancestry, age, sex, national origin, pregnancy or childbirth, disability, military veteran status or other applicable status protected by law, including all applicable state of employment protected classes. The University is a Christian religious-affiliated organization; and as such, is not subject to religious discrimination requirements. The University’s hiring practices and EEO discrimination practices are in full compliance with both federal and state law. Federal law creates an exception to the “religion” component of the employment discrimination laws for religious organizations (including educational institutions), and permits them to give employment practice preference to members of their own religious beliefs.
Administrative & Executive Assistance (1)