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Assistant to the Vice President for Finance & Administration

Position Summary This position: (1) provides administrative oversight and coordination of the operational activities and functional units that fall...

Job Views ( 18 )

Bowling Green, Ohio

Wood County

8/16/2021

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Job Description

Position Summary

This position: (1) provides administrative oversight and coordination of the operational activities and functional units that fall under the Vice President for Finance and Administration; (2) administers and manages the progress of institutional or divisional major strategic initiatives and projects; (3) prepares and/or provides coordination, analysis, data collection, reports, and other communications and 4) provides administrative coordination of financially-related activities for Centennial Falcon Properties, Inc. and the BGSU Foundation (for the functional areas served by division of F & A).


Essential Duties, Tasks and Responsibilities

 

  1. Responsible for serving as the primary coordinator (and representing the VP for Finance and Administration) for all administrative and operational matters within the Division of Finance and Administration.  For example:
  • All personnel-related actions – performing initial review of proposed personal actions including draft position descriptions, forms for advertising/posting, search committees, scheduling/coordinating campus visits and associated travel, search committee accommodations, search consultant arrangements, etc.; directing divisional Senior Staff as needed to actuate a separation (retirement, resignation, non-renewal of contract).  Responsible for planning, disseminating and collecting completed performance evaluations for all functional units.  Responsible for scheduling and assisting with preparation of Senior Staff evaluations.
  • Annual strategic planning/goal development – responsible for developing annual planning schedule and deadlines; preparing and issuing divisional planning template; compiling departmental and functional unit plans, editing and cross-referencing with University’s Strategic Plan and scheduling spring planning retreat for Senior Staff.  Responsible for scheduling and assembling semi-annual progress reports.
  1. Responsible for serving as the primary coordinator for all administrative and operational matters between the Division of Finance and Administration and all other divisions and/or external entities.  For example:
  • Serving as “project manager” for all projects, reports, tasks, and responsibilities that flow through the Vice President’s office on a daily, weekly, monthly, quarterly or annual basis.  Maintaining a log of “to do’s”, associated due dates, and scheduling or acquiring many of the associated supporting materials and details required to prepare or complete a deliverable.  (Example:  Annual efficiency report required by the Ohio Department of Higher Education).
  • University, Foundation and Centennial Falcon Properties, Inc. Board meetings – responsible for disseminating annual board meeting planning calendar including Divisional F & A deadlines for submitting materials to the Vice President’s Office.  Responsible for drafting the initial Committee meeting agenda for the Financial Affairs/Facilities Committee; responsible for collecting draft agendas from other Senior Staff for Audit and Joint Investment Committees.  Responsible for creating all initial draft backgrounds, resolutions and informational materials included in Board books on behalf of the Division.  Responsible for creating or updating numerous supporting documents or reports (e.g., special course/class fees).  Responsible for bird-dogging details, supporting materials, scheduling required attendees, and ensuring ALL deadlines are met without exception.
  • Capital projects – responsible for assessing incoming proposals, requests and contractual materials and determining requirements for approval, determining where materials need to be directed (e.g., Planning, Construction and Campus Operations, Purchasing, Controller’s Office, Budget Office or to deans or other division heads). 
  • “Traffic Cop in Chief” – because the division of F & A spans broad functions, this position provide significant coordination and two-way communication among sr staff in the Division of Finance and Administration, the Vice President, and other University divisions, the Board of Trustees, and the Board of Directors.
  • Attend some committee meetings and create meeting minutes for Board (University or Foundation) committee meetings as necessary.
  • Independently investigates concerns and issues and provides resolutions to VP and to others on behalf of the VP.
  • Serve as Building Representative to Campus Operations for McFall Center; reports/monitors that environment building complaints are reported and addressed.  Serves as Building Emergency Mgmt lead.
  1. Create and Review Presentations – review for accuracy, appropriateness for audience and tone
  2. Responsible for office purchasing and billing in coordination with Budget & Resource Planning.
  3. Plans, oversees, and organizes major and special events within the Division and in cooperation with other University divisions. 
  4. Author, compile and manage communications:
  • Individuals/departments within the University – Direct Reports, President and Cabinet Members, Deans, Vice Provosts, and Assistant/Associate Vice Presidents.
  • Agencies/individuals outside the University – students/parents, news media, community and business leaders, Board members, external consultants, government and financial agency representatives, etc.; Exercises discretion in obtaining and distributing sensitive and confidential information related to University operations.
  • Prepares and disseminates reports to various constituencies and government agencies.
  • Independently investigates concerns and issues and provides resolutions to VP and to others on behalf of the VP.
  1. Coordinates and manages VPFA daily meeting and schedule preparation by:
  • Providing research, data collection, analysis of data, and preparation of reports in order to develop background meeting materials to VP for prior briefing;
  • Ensures all relevant and pertinent supporting materials, meeting notes or “to dos” have been summarized, organized and disseminated prior to meeting to ensure the most effective and productive use of meeting time.
  • Manages the VPFA’s appointment and travel schedule; registers the VPFA for conferences, meetings and appointments; Coordinates on and off campus arrangements for the VPFA’s meeting times, locations, travel, lodging, catering services, and special equipment; prepares agendas independently and as directed by the VPFA; initiates the preparation of materials needed by supervisor; notifies supervisor of specific matters requiring special attention; may attend meetings and take and prepare meeting minutes on behalf of VPFA. 
  1. Recommends reviews and administers oversight of policies and procedures with limited authority to waive or deviate from established policies and procedure without prior approval.
  • When applicable, manages the work of clerical/secretarial or student staff by training, assigning duties, and providing information about changes in departmental and University policies and procedures.
  • Develop guidebooks, manuals, or other policies/procedures for the Division. 
  1. Compiles, synthesizes and analyzes information on behalf of the VPFA; conducts research on various issues as assigned by the VPFA, Prepares, maintains and updates paper and computerized department files and records for reports, contracts, projects, and to aid in decision making.

 


Knowledge, Skills or Abilities

  • Strategic thinking mindset with business acumen; demonstrated commitment to continuous learning and improvement.
  • Excellent verbal and written communication skills-involving high-level communications with internal and external contacts; ability to listen, simplify details and influence others.
  • Ability to organize and multi-task; attention to detail and excellent follow-through.
  • Demonstrated ability to take initiative, anticipate needs, diplomacy, and exercise independent and sound judgment.
  • Demonstrated ability to perform effectively under deadlines.
  • Demonstrated ability to tolerate high levels of ambiguity.
  • Expertise with Microsoft Office Suite: Word, Excel, Power Point, and Outlook

 

Diversity Statement

In addition to your cover letter and resume, you will be required to upload a written response to the diversity and inclusion question listed below.  The Diversity Statement should not exceed 1 page that is double-spaced with 1-inch margins, using 12pt. font. 

  • How have you incorporated equity, diversity, and/or inclusion into your current or a previous position?

 Salary

Full-time, Administrative staff position available.  Administrative Grade Level 355.  Salary is commensurate with education and experience. Full benefit package available.

Deadline to apply:  August 27, 2021  


To Apply

For a complete job description & to apply for this position visit https://bgsu.hiretouch.com/ or contact the Office of Human Resources at (419) 372-8421. BGSU. AA/EEO/Disabilities/Veterans. In compliance with the ADA Amendments Act (ADAAA), if you have a disability and would like to request an accommodation in order to apply for a position with Bowling Green State University, please call 419-372-8421.

Job Requirements

Minimum Qualifications

A Bachelor of Arts or Bachelor of Science degree in any subject area is required.  Degree must be conferred at the time of application.

The following experience is required:

  • Three to four years of progressively responsible administrative positions.

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