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Executive Assistant - Finance & Administrative Services

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Posting Details

Position Information

Position Title Executive Assistant - Finance & Administrative Services
Department Chief Financial Officer
Employee Group Exempt
Status Full-time
Starting Salary Range $49,141
Compensation Details

Excellent benefits package. Click here to view our benefits summary.

Position Summary Information

Position Summary

This position was created to serve two primary purposes. First, this position serves as the administrative coordinator for the Finance & Administrative Services operation (which includes Accounting, Purchasing, Auxiliary Services, and Physical Plant). Second, this position is the primary administrative support position for the CFO. As such, this position:
1. Is responsible for the efficient operation of the CFO’s Office and performs clerical and administrative duties under the general supervision of the CFO.
2. Maintains confidential files including but not limited to grievances, contract negotiations with bargaining units, payroll, notes and records from Executive Cabinet, and staff evaluations.
3. Enables the CFO to increase his/her efficiency and effectiveness.
4. Ensures that project activities are efficiently and professionally carried out.
5. Develops and facilitates effective and productive working relationships with and among various persons involved in the Finance & Administrative Services operations (students, faculty, staff, general public, third-party funding sources, granting agencies, and vendors).
6. Provides superior customer service and creates a positive impression and image of the College and the Finance & Administrative Services area with students, stakeholders and the public.
This position is part of a team of employees in the CFO’s Office that work together to help the office fulfill its mission.
Given the nature of the CFO’s Office, this position functions independently most of the time and is expected to exercise good judgment on issues, questions, and problems that arise.

Minimum Requirements

1. Knowledge and skills equivalent to that normally acquired through the completion of an Associate degree in Business or Office Administration.
2. Five (5) years of administrative support experience supporting a senior manager.
3. Experience and demonstrated proficiency at the basic level with MS Word, Excel, and PowerPoint.
4. Demonstrated time management and priority setting skills. Ability to work successfully in a high stress environment, handling multiple tasks and projects simultaneously with many interruptions. Strong follow-through and follow-up skills.
5. Motivated by desire to do excellent work and have the ability to work with accuracy. Must be willing to take accountability for and ownership of work, job, and office operation. Must be dependable and reliable.
6. Ability and experience to project/communicate a positive, enthusiastic, warm, caring and understanding image for the employer.
7. Excellent judgment skills in terms of interpersonal communications; ability to determine the appropriate approach and then employ a wide diversity of interpersonal strategies that results in timely action by others not under this person’s supervision; must be flexible and adapt to variety of work situations and personalities.
8. Demonstrated work history of providing high quality, strong customer-oriented services including “can do” problem solving orientation; strong listening skills; ability to understand customer’s needs; meeting the customer’s needs.
9. Demonstrated ability to efficiently organize and manage large amounts of information and files; attention to detail; well organized. Past experience managing similar volume and complexity of data, files, detailed information.
10. Must have ability to work independently and have strong decision making skills as there is minimal supervision in this position; also have the ability to function effectively as a team member.
11. Ability to type 40 words per minute.
12. Solid data entry and exceptional file management skills and experience encompassing both paper and electronic files.
13. Ability and willingness to occasionally work outside of the standard office hours, including weekends.

Additional Desirable Qualifications

1. Five years of secretarial experience supporting a key manager in a service industry/organization of similar size and complexity to the college.
2. Prior experience in a unionized environment.
3. Experience and demonstrated proficiency at the intermediate level with Excel and PowerPoint.
4. Experience with Datatel.

Physical Requirements/Working Conditions

With or without accommodation, the employee in this position needs to stand, walk and stoop, kneel or crouch less than one third of the time. It is necessary to be able to sit, talk, hear and use hands/fingers to handle or feel over two thirds of the time. It is also essential to carry up to 30 pounds under one third of the time. The employee must, with or without accommodation, have the ability to see at close distances and be able to adjust the eye to bring an object into sharp focus.

This position works in a normal office environment but is occasionally exposed to moving parts and loud noise from the check folding machine.

Work Schedule

This is a full-time exempt non-managerial position. Must be willing to work a flexible schedule to accommodate participation in meetings and events.

For Detailed Job Description Click Here Job Description
Additional Information

The cover letter should address how the applicant meets the minimum and preferred qualifications.

Candidates selected to move to the next stage in the hiring process will take a typing test and complete software testing in MS Word, Excel and Powerpoint.

Degree must be conferred by application date.

Visa sponsorship is not available.

Application Deadline September 28, 2017
Additional Application Deadline Information

The College reserves the right to extend the application deadline or reopen the search if a sufficient pool is not established. Notice of such a decision will be indicated in the posting.

Equal Opportunity Statement

As an affirmative action/equal opportunity institution, the College encourages diversity and provides equal opportunity in education, employment, all of its programs, and the use of its facilities. The College does not discriminate in educational or employment opportunities or practices on the basis of race, sex, color, religion, gender, national origin, veteran’s status, age, disability unrelated to an individual’s ability to perform adequately, sexual orientation, or any other characteristic protected by law. Title IX Coordinator Contact Information: 1401 E. Court St., Prahl College Center (PCC- 2030G), Flint, MI 48503, (810) 762-0024. Title II, ADA, Coordinator Contact Information: 1401 E. Court St., Curtice-Mott Complex (CM-1024), Flint, MI 48503, (810) 762-0373. Section 504 Coordinator Contact Information: 1401 E. Court St., Prahl College Center (PCC- 1130), Flint, MI 48503, (810) 762-0191.

Posting Specific Questions

Required fields are indicated with an asterisk (*).

  1. * How did you learn of this position?
    • CareerBuilder website
    • Chronicle of Higher Education website
    • HigherEdJobs website
    • Mott website
    • MI-HERC website
    • MLive website
    • Monster website
    • Professional Association website**
    • Professional Publication website**
    • Other website**
    • Newspaper**
    • Professional Publication**
    • Email notification from Mott Human Resources
    • Notified by current or former Mott employee**
    • Other**
  2. **Please provide specific name of person or source below:

    (Open Ended Question)

  3. * Do you have five (5) years of administrative support experience supporting a senior manager?
    • Yes
    • No
  4. * Do you have an Associates degree or higher in Business or Office Administration or the equivalent knowledge and skills? (For screening purposes, 4 years of administrative experience is considered equivalent to an Associate's degree)
    • Yes
    • No
  5. * Can you demonstrate a proficiency at the basic level using MS Word, Excel and Power Point?
    • Yes
    • No

Applicant Documents

Required Documents
  1. Resume
  2. Cover Letter
Optional Documents