Assistant to AVP for Finance & Bus Services & AVP for Safety-Police Chief

About the Position

The Assistant to the Assistant Vice President for Finance and Business Services and the Assistant Vice President for Security / Chief of Police at the University Police Department provides confidential, high-level administrative support to the executives and assists with the activities and operations of their respective units.

The Assistant performs complex, professional administrative tasks that require advanced technical skills, careful decision-making, and judgment on sensitive, intricate, or confidential matters. They proactively oversee routine and highly complex administrative projects. They plan and execute various functions and participate in different committees. Additionally, they monitor and reconcile budgets and expense payments for both units.

Assistant Vice President, Finance and Business Services Support

• Provides high-level executive administrative support to the Assistant Vice President for Finance and Business Services (FBS), ensuring efficient scheduling, managing correspondence, and coordinating key department initiatives.
• Proactively manages both routine and complex administrative projects with diplomacy, especially when handling confidential and sensitive issues.
• Daily reviews the AVP's email, triages priority items, and may respond on behalf of the AVP. Prioritizes and tracks requests and issues to ensure timely follow-up.
• Manages the executive's calendar and handles complex scheduling tasks involving sensitive conversations with high-level contacts.
• Tracks FBS budgets against actual expenditures, notifying the AVP of potential concerns.
• Prepares meeting materials, agendas, and minutes, and independently gathers relevant information for meetings and events.
• Performs a wide range of administrative duties, including managing time-sensitive communications and preparing or editing correspondence, reports, and other documents. Ensures adherence to the university format.
• Provides administrative support for recruiting professional and classified staff through PageUp and external search firms. Ensures adherence to search and hiring requirements.
• Provides administrative support for the implementation of FBS updates to administrative, federal, and state laws and policies.
• Reviews and updates FBS financial policies and procedures for submission and review by the University Policy Coordinator.
• Provides, coordinates, and monitors key data to support strategic initiatives, goal setting, and performance evaluations.
• Coordinates FBS reports and materials in collaboration with the Executive Assistant to the Vice President for the Board of Trustees' FARM Committee meetings.
• Coordinates auditor entrance and exit audits.
• Handles payroll, personnel action forms, expense payments, budget transfers, journal voucher entries, and purchasing card approvals.
• Schedules and verifies travel arrangements, submits travel requests, and processes reimbursements for conferences and meetings.
• Conducts research and offers data to aid decision-making.
• Serves as the main contact for Suite , greeting guests and creating a positive, professional first impression.
• Handles scheduling for the Suite conference room.
• Orders general office supplies for Suite and maintains inventory.
• Budget authority up to $10,.
• Serves as the fixed asset custodian, overseeing tracking of assigned equipment.
• Maintains confidential files.
• Other duties as assigned.

Assistant to Assistant Vice President for Security and Chief of Police, University Police Department and Transportation Services

Other Duties as Assigned

Required Qualifications

Preferred Qualifications

Conditions of Employment

All employees must comply with our Immunization policies, including if you need information regarding medical or religious exemption and applicable accommodations. Salary Hiring range is $80, - $92, / year depending on qualifications and experience. Through longevity position tops out at $, / year. Benefits Information

Application Instructions

A cover letter and resume are required and should address your experience related to the position responsibilities and the required and preferred qualifications. Please include the names and contact information of three professional references. References will only be contacted if necessary, with notice provided beforehand.

Closing Date Notes

Application review begins October 20, ; position is open until filled.