Assistant to Vice President Administrative Services​/CFO, WMC

Description GENERAL STATEMENT OF RESPONSIBILITIES

Assists the Vice President for Administrative Services/Chief Finance Officer (VPAS) in operational management. Provides oversight for external and internal customer service initiatives inall functional areas.

1. Organizes meetings, makes appointments, including scheduling,sends reminders, and organizes catering and travel requirements when necessary. Prioritizes the most sensitive and urgentmatters.

2. Answers phone calls politely and professionally; determines thenature of the call and whether or not it requires the attention ofthe VPAS; whenever possible responds to the caller directly basedon knowledge of the VPAS preferences and policies and procedures.

3. Prepares written communications, such as writing and editingemails, drafting memos, and preparing communications on the VPAS'sbehalf.

4. Represents the VPAS to a wide variety of constituencies,coordinates activities with others, analyzes complex data, and assesses needs.

5. Assists with developing and implementing policies and procedures, planning, organization, and administration of functional areas reporting to the VPAS.

6. Maintains comprehensive and accurate records; the VPAS office functions as the office of records for key contracts and documents and must adhere to the records retention procedure.

7. Assists with developing agendas for staff meetings, auditcommittee meetings, and other adhoc meetings. Prepares minutesforall VPAS meetings in accordance with division standards and timelines. Ensures all meeting materials are gathered in advance ofthe meetings. Ensures technology is available for remote meetings along with basic understanding of how to use technology.

8. Coordinates travel arrangements for the VPAS, including preparing the travel authorization forms and travel reimbursementforms in accordance with college deadlines.

9. Oversees and manages facility leases, ensuring new leases arerenegotiated in accordance with lease terms and are reviewed by the attorney and the District Governing Board for approval.

10. Coordinates closely with the Procurement Office to issueprocurement and contract documents on behalf of the VPAS.

11. Assists with risk management. Works directly with staff and the insurance company in determining the best course of action relatedto accidents involving students, employees, or property and ensuring incident is properly documented. Annually, works with thelocal insurance company to ensure physical property and vehiclelistings are accurate, adding and deleting property, and ensuringdocuments are properly signed and recorded.

12. Manages the budget for the VPAS office, requiring minoraccounting duties and performing analysis.

13. Oversees the VPAS credit card account, working directly withthe accounting department and sometimes the bank.

14. Provides backup support to the Assistant to the President and Recording Secretary for the District Governing Board.

15. Confidentiality must be strictly observed.

16. Performs other duties as assigned.

The above statements are intended to describe the general nature and level of work performed by the incumbent; they do notpurport to describe all functions. Incumbent may be assigned other duties, and the essential functions may change from time to time as necessary.

Ability to proficiently use Microsoft Office Products (i.e. Word,Excel, Outlook, PowerPoint) Adobe Products (Docu-Sign/E
- Sign),Google Applications (Drive), Slack, Zoom, and various other

Microsoft 365 programs.

Intermediate

Ability to communicate effectively with faculty, staff, and the general public. Excellent intrapersonal skills.

Advanced

Ability to work in a diverse, multi-cultural environment.

Advanced

Ability to adapt to the demands of any given day/time.

Advanced

Ability to reflect on self-performance and growth opportunities.

Intermediate

Ability to seek opportunities for professional growth.

Intermediate

Ability to make decisions and take action.

Intermediate

Ability to maintain confidentiality.

Advanced

Ability to perform the following physical requirements of the position with or without reasonable accommodation: critical sensoryrequirements include general vision (corrected to 20/20), hearingor listening in the normal range (corrected), and speaking andgiving directions.

Basic