Assistant to VP Administration & Finance Business Office

Job Description:

Position Summary

We are seeking a highly organized, detail-oriented, and collaborative professional to provide critical support to the Business Office and Senior Vice President for Administration and Finance. In this role, you will serve as a key ambassador for the division, delivering outstanding customer service to the Hamilton College community. The ideal candidate handles sensitive information with strict confidentiality and thrives in a courteous, team-oriented environment.

• Serve as the primary point of contact for the Office of the Senior Vice President for Administration and Finance and the Business Office, providing reception coverage and responsive, professional customer service through phone, email, mail, web, and in-person interactions while supporting the administrative needs of office staff, campus constituents, and visitors.

• Manage the calendars of the Senior Vice President for Administration and Finance and the Associate Vice President for Finance, including scheduling meetings, coordinating travel, arranging logistics, and anticipating scheduling needs.

• Coordinate meetings for leadership, Board of Trustee committees, and campus committees, including scheduling, arranging logistics, and coordinating, reviewing, and distributing agendas, correspondence, reports, meeting materials, notes, and follow-up documentation. Manage confidential and sensitive information with discretion and professionalism.

• Assist with the preparation of presentations, including formatting, editing, proofreading, and technical support.

• Draft basic correspondences, gather and compile information, prepare reports and spreadsheets, and perform basic data analysis.

• Monitor and organize support for longer-term projects by maintaining project materials, tracking timelines, following up on assignments, and assisting with project coordination.

• Support Business Office operations by coordinating documentation, assisting staff with administrative processes and special projects, and providing general operational support as needed.

• Maintain Business Office files and records in accordance with the College’s records retention schedule, including organizing, archiving, transferring, and securely disposing of records.

• Maintain Business Office webpages and assist with office communications.

• Order and maintain office supplies and coordinate service requests for office equipment, including printers and copiers.

• Distribute Business Office mail and provide backup support for mail distribution, including sorting and distributing mail received on campus for Investment Office staff.

• Perform other duties and special projects as assigned.

• Monitor the Accounts Payable invoice mailbox, submit invoices through Workday, respond to payment status inquiries, assist with credit card activations, and provide other Accounts Payable support.

• Run financial system processes to upload gifts and departmental charges to the College’s general ledger, communicate processing errors, and coordinate corrections with departments.

• Assist with deposits, ad hoc bank entries, other bank transaction recording, and reconciliation activities within Workday.

• Maintain endowment files and upload agreements and supporting documentation into Fundriver.

• Prepare annual audit confirmations and provide supporting documentation for external audits as assigned.

• Maintain tax return files and coordinate mailing of federal and state tax returns, including certified and return receipt mailings, as prepared by external tax advisors.

• Assist with other financial, accounting, and administrative projects as needed.

• High School Diploma required. Postsecondary…