Administrative Assistant to the Vice President for Finance

Administrative Assistant to the Vice President for Finance

Job Category
:
Administrative (5+)

Requisition Number
: ADMIN
002221

• Posted :
  August 17, 2026
• Part-Time
• On-site

Showing 1 location

Frederick, Maryland
Frederick, MD 21701, USA

Under the direction of the Vice President for Finance, Hood College seeks a highly organized, detail-oriented, and service-focused part-time administrative assistant to provide administrative and operational support to the Vice President. The qualified candidate will have advanced business acumen to professionally handle multiple priorities within a fast-paced environment; leverage technology to improve efficiency, maintain internal controls, and provide high-level administrative and analytical support;

deliver high-quality service; provide high-level administrative and analytical support to the Vice President and, when necessary, Senior Team and Board of Trustees; handle confidential information; manage correspondence and track project timelines and deadlines. Evening and weekend hours may be required on occasion to accommodate special projects.

Essential duties include the following, although other duties may be assigned.

• Manage and prioritize incoming communications, requests, documents, and transactions, while providing a welcoming front-line service to Hood’s students, faculty, staff, trustees, alumni, consultants, contractors, and the external community.
• Prioritize inflows based on urgency, deadlines, strategic goals, and financial impact.
• Respond to inquiries on behalf of the Vice President or direct inquires to other staff as needed, prepare responses for the Vice President’s signature.
• Summarize inflows for action or decision making by the Vice President.

• Manage the Vice President's calendar, coordinating recurring governance, budget, audit, reporting, and leadership activities, including:
  • Board of Trustees’ meetings (October, March, and June)
  • Board of Trustees’ Committee meetings, including the Finance and Facilities Committee, Investment Subcommittee (July, November, January, and April), and Audit and Risk Management Committee
  • Senior Team meetings (weekly)
  • Planning, Budgeting, and Assessment Committee (PBAC) (primarily biweekly during the academic year)
  • Annual Audit
  • Monthly and quarterly financial reporting
  • MICUA reporting timelines and deadlines
  • Regular meetings with Direct Reports (Controller, Chief Information Officer, Director of Facilities, Director of Business Services, and Director of Capital Projects)
• Monitor Hood College calendars and adjust the Vice President’s calendar appropriately.
• Coordinate monthly “look ahead” calendar for the Vice President and Direct Reports. Provide updates for monthly direct reports meetings.
• Anticipate and resolve competing demands and schedule conflicts.
• Assign meetings, events, and tasks to others when the Vice President is not available.
• Tracks deadlines with Direct Reports and send reminders to ensure deadlines are met.

• Coordinate meeting agendas, logistics, room reservations, and preparation of materials.
• Compile reports and analyses to support meeting preparation and decision-making.
• Create concise briefings with key data.
• Create spreadsheets, supporting graphics, and PowerPoint presentations.
• Compose and prepare confidential correspondence, reports, and other complex documents.
• Flag concerns or missing information.
• Prepare and organize meeting materials, including committee reports and the Annual Budget
• Ensure meeting rooms and systems are ready (ex. Board of Trustees Committee meetings, PBAC meetings).
• Take meeting notes and prepare minutes.
• Track and assist with follow-up work and coordination with Direct Reports and others.

• Recommend process improvements that strengthen internal controls and operational efficiency.
• Update and improve web pages for the Vice President’s and Direct Report’s offices.
• Organize and file documents, including migration and simplification of filing to One Drive.

• Exercise…