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Thaddeus Stevens College of Technology, a two-year technical institution dedicated to preparing students for skilled employment, is seeking a proactive and detail-oriented Executive Assistant to support the Vice President of Finance and Administration. This position plays a vital role within the Business Office, offering executive-level administrative support, managing day-to-day operations, and ensuring efficient communication and coordination within the Finance and Administration division.The ideal candidate will bring a strong background in administrative support within finance and administration, ideally in higher education or similar sectors. This position requires someone with excellent organizational skills, the ability to manage multiple priorities, and the discretion to handle confidential financial and personnel information. The Executive Assistant will contribute to the effective functioning of the College's Business Office, assisting with a wide range of activities including financial operations, procurement, budget management, and compliance.

Examples of Duties

Essential Duties and Responsibilities: 

• Provide high-level administrative support to the Vice President of Finance and Administration, including managing schedules, preparing and reviewing reports, and handling confidential materials.
• Serve as the primary point of contact for the Vice President, answering inquiries and directing requests as appropriate.
• Collaborate effectively with business office team members to achieve common goals, contribute to a positive work environment, and ensure tasks are completed efficiently and to high standards.
• Work independently on projects, from conception to completion, and be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion. 
• Prepare and review financial documents, including purchase orders, invoices, receipts, and other reports, ensuring compliance with internal financial controls and regulations.
• Coordinate financial data and compile reports for budgeting, forecasting, and financial analysis purposes.
• Assist in the preparation of agendas and materials for meetings, record minutes, and follow up on action items related to financial and administrative operations.
• Oversee and track purchasing and procurement activities, maintaining accurate records and ensuring timely processing of transactions.
• Monitor and ensure compliance with applicable federal and state financial regulations and institutional policies.
• Assist in the preparation and management of annual budgets, financial forecasts, and grant reports as needed.
• Handle sensitive financial and personnel data with discretion, ensuring confidentiality and adherence to privacy guidelines.
• Communicate effectively on behalf of the Vice President of Finance and Administration with faculty, staff, students, and external stakeholders.
• Assist in organizing financial training sessions, seminars, and employee events.
• Manage office logistics, including maintaining filing systems, organizing documentation, and tracking financial records for audits and compliance.
• Support special projects and initiatives within the Finance and Administration division, providing logistical and administrative assistance as needed.
• Act as a liaison between the Business Office and other departments, ensuring smooth communication and coordination across campus.
• Perform additional duties as assigned by the Vice President of Finance and Administration.
• Maintain compliance with all College policies and procedures 

*Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions. Other

Duties and Responsibilities: 

• Perform related duties as assigned by supervisor
• Maintain compliance with all company policies and procedures 

Supervisory Responsibilities: 

• None

Typical Qualifications

Required Knowledge, Skills, and/or Abilities: 

• Strong organizational skills and the ability to manage multiple tasks efficiently, with excellent attention to detail.
• High level of customer service orientation and the ability to handle a variety of inquiries professionally.
• Exceptional interpersonal and communication skills to build relationships with faculty, staff, students, vendors, and other stakeholders.
• Ability to handle confidential financial data with discretion and professionalism.
• Strong analytical skills with the ability to compile, analyze, and interpret financial data.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Adobe Acrobat, with the ability to learn new software quickly.
• Demonstrated ability to prioritize tasks, meet deadlines, and work effectively under pressure.
• Knowledge of financial and administrative policies and procedures, preferably within a higher education or nonprofit environment.
• Ability to work independently with minimal supervision, while also being a collaborative team player.
• Strong problem-solving abilities and the ability to make sound decisions in a timely manner.

Education and/or Work Experience Requirements: 

• Bachelor’s degree preferred; Associate’s degree or relevant experience considered.
• A minimum of 5 years of experience in an executive assistant or administrative support role, ideally within finance, administration, or a higher education setting.
• Proven experience managing financial documents, budgets, and procurement processes.
• Experience with accounting software or financial management systems is a plus.
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat and related software.

Supplemental Information

Work Environment and/or Physical Demands:

• This is a primarily sedentary office role with occasional light physical tasks, such as filing and organizing office materials.
• Frequent use of office equipment such as computers, phones, and printers is required.
• Ability to handle frequent interruptions, manage competing priorities, and work effectively in a fast-paced, high-pressure environment.
• This position may occasionally require attending meetings or events outside of standard office hours. 

Required Training and Other Conditions of Employment: Every employee at Thaddeus Stevens College will receive required trainings; additional training may be required by the department or position. Please list any required department or position trainings or conditions of employment: 

• Participation in institutional training and professional development may be required.
• The successful candidate must pass background checks and adhere to all applicable institutional policies and procedures.