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Executive Assistant

 
The Executive Assistant to the Senior Vice President for Finance and Administration provides essential administrative support for the Office of Finance and Administration.  The Senior Vice President for Administration and Finance serves as College's Chief Financial Officer and oversees the following departments: Finance, Human Resources, Facilities and Business Services.

Duties and Responsibilities:
  • In working with all members of the Iona community, demonstrates an awareness and appreciation of the Mission of Iona College.
  • Observes prescribed standards of confidentiality.
  • Maintains the Senior Vice President for Finance and Administration’s calendar, scheduling all internal and external appointments required.
  • Answers phone, handles inquiries and provides excellent customer service to all who come into the Office.
  • Designs, creates and edits PowerPoint© presentations.
  • Organizes meetings, agendas and materials.
  • Organizes and maintains files and record keeping systems for entire office.
  • Types drafts and final copies of written materials such as memos, meeting minutes and other miscellaneous correspondences.
  • Project, monitor, reconcile, and initiate expenditures on departmental budgets. Prepare status reports and spreadsheets for the SVP detailing budget expenditures. Prepare budget reports by reviewing, monitoring, and tracking expenditures. Identify problems and independently initiate corrective action.
  • Prepares and submits reimbursements for travel and business expenses, including the management of appropriate recordkeeping.
  • Communicates with other college departments and external organizations on behalf of the Senior Vice President.
  • Assists with reporting activities and support strategic planning, business process optimization and technology initiatives to enhance Office’s administrative effectiveness and goals.
  • Maintains and updates content on department’s web pages.
  • Ensures record management compliance for the Office in collaboration with the department heads.
  • Provides supervision and guidance to student workers.
  • Observe need for administrative or procedural notices or instructions to community and prepare necessary instructions and policy memos under SVP’s signature, i.e., deadlines for submission of information, vendor contract renewals, etc.
  • Oversee the office operations including providing assistance to students and visitors, maintaining department employee records, time sheets and vacation and sick time, ordering and maintaining supplies, processing administrative forms, coordinating travel, managing purchasing card expenses, mail distribution and other tasks as assigned.
  • Tracking of annual reporting requirements and coordination of filing to ensure compliance and timely filings.
  • Process petty cash reimbursements in accordance with policy; reconcile petty cash for replenishment and compliance purposes.
  • Provide administrative support for insurance matters, including maintenance of files, premium payments and communicating required information to carriers/broker.
  • Handles special projects as assigned.
  • Performs other job duties and responsibilities as requested.

Required Qualifications:
Education: Bachelor’s Degree preferred.
Experience:  Minimum of five years of experience as an executive assistant or administrative assistant supporting senior level management.
Specialized Skills:  Must possess a professional manner, strong communication, organization and people skills.  Must have the ability to multi-task and possess excellent computer skills.  Must demonstrate a high level of accuracy and meet deadlines.  Advanced knowledge of Outlook©, Microsoft Excel©, Microsoft PowerPoint© and Word© is required.  Must possess and project a positive, helpful demeanor.  Fiscal experience, training and/or education that demonstrates the ability to monitor and reconcile budgets, budgeting, payroll, travel, purchasing, compile and interpret fiscal data and provide related reports.  Experience with financial, human resources and/or student data systems such as PeopleSoft and/or other system(s) preferred.

Instructions to Applicants
Please send resume, cover letter and three references to:
Anne Marie Schettini-Lynch
Senior Vice President for Finance and Administration
Iona College
715 North Avenue
New Rochelle,  NY 10801
aschettinilynch@iona.edu