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POSITION: Assistant to the Vice President for Finance (Non-Exempt)
HSU JOB FAMILY CLASSIFICATION: Office Management I
DEPARTMENT: Finance & Management
SUPERVISOR TITLE: Vice President for Finance
FLSA STATUS: Non-Exempt
EXEMPTION: N/A
LOCATION: HSU Campus, Abilene, Texas
TARGET HIRE DATE: As Soon As Possible
HSU CHRISTIAN STANDARD REQUIREMENT FOR EMPLOYMENT -Candidate mustprofess a Christian Faith, maintain membership in a local congregation, andrespect the values and distinctives central to the historically Baptist valuesof HSU as reflected in theUniversity's Statement of Faith.
CONTACT INFORMATION: Human Resources 325-670-1259 or careers@hsutx.edu
SUMMARY/SCOPE:
The Assistant to the Vice President for Financeperforms complex clerical work, manages the office, and provides administrativesupport. The Assistant works under the supervision of the Vice President for Finance.
This position also supports the Associate VicePresident for Finance/Controller and the Vice President for Administration withvarious administrative duties, requisitions, etc.
HSU JOB FAMILY CLASSIFICATION INCLUDES THE FOLLOWING:
ESSENTIAL DUTIES AND RESPONSIBILITIES:
Perform routineclerical and administrative functions such as drafting correspondence,scheduling appointments, organizing and maintaining paper and electronic files,answering telephones, taking messages, transferring calls, and providinginformation to callers.
Use computers for various applications such as Adobe, expense requisitions, spreadsheets, or wordprocessing.
Set up and manage paper or electronic filing systems,recording information, updating paperwork, and maintaining documents, such as universitycontracts, other material.
Compile and track data, coordinate insurance and losscontrol duties, assist in developing and communicating policies and procedures,and assist with various projects.
Operate office equipment, such as fax machines, copiers, orphone systems and arrange for repairs when equipment malfunctions.
Complete forms in accordance with company procedures.
Schedule and confirm appointments for clients, customers,or supervisors.
Make copies of correspondence or other printed material.
The idealcandidate is highly self-motivated and able to work independently while takinginitiative in their role. They demonstrate a strong sense of responsibility,along with excellent time management and organizational skills. This individualcan prioritize tasks and remain focused, consistently following through on assignmentswith dependability and accountability. They are also flexible and adaptable,with a positive, easy-going demeanor in their day-to-day work.
Promotes aservice-oriented, professional environment for the Vice President's Office.Schedule meetings, answers calls, handle internal and external campusinquiries, resolve problems, processes paperwork, and welcomes visitors.
Coordinatesnumerous campus property and liability insurance policies and submits claims onlosses. Compiles and updates campus data relative to coverage requirements,prepares detailed annual applications, responds to general coverage questions,obtains and issues certificates of insurance.
Prepares andmaintains ongoing spreadsheets. Tracksdata, financial information and trends.
Develops charts and graphs forpresentations.
Reconcilesfinancial transactions and account activity.
Assists thefinance division team with various special and ongoing projects andinitiatives. Serves on committees upon request.
Assists campusdepartment heads in accessing and interpreting financial information throughthe Colleague system.
Maintainscontracts and terms, and monitors expiration dates.
Assists withdeveloping, maintaining, and communicating financial policies and procedures.
Researchvendor issues, meets with vendors, resolves billing issues, and processespayments.
Fills out andmaintains vendor and credit applications on behalf of Hardin-SimmonsUniversity.
Manage andmaintain all university vehicle registrations, ensuring timely renewals andaccurate recordkeeping on a monthly basis.
Coordinate thedocumentation, filing, and payment of property taxes, ensuring compliance withapplicable deadlines and regulatory requirements.
Conductbiannual research to identify unclaimed property, prepare and submit claims,and maintain all records of all filings and recoveries.
Assist withthe administration of the university's insurance programs, including propertycoverage, foreign travel insurance, vehicle insurance and towing, maintenance,of approved driver and volunteer lists, and coordination of certificates ofinsurance (COIs).
Maintainorganized and up-to-date records of life insurance policies, includingtracking, filing, and ensuring proper documentation is retained.
Maintainsnumerous university permanent files, including capital projects and universityproperties.
Assists withresearch for data related to board finance committee meetings. Helps VP for
Finance compile information andprepare reports for finance committee meetings.
Recordsmeetings and prepares minutes.
Preparescorrespondence for and communicates official information on behalf of the VicePresident.
Follows andmaintains a project timeline for their position and the Vice President forFinance.
Performs otherduties as assigned by the Vice President for Finance.
Must bewilling to obtain additional training, upon request, to continue enhancing jobskills.
SUPERVISORY RESPONSIBILITIES:
Thereare no supervisory responsibilities for this position, except for studentworkers.
COMPETENCIES: This is your opportunity to demonstrate how your education and/or experience in your current or previous job relates to each function of this position.
Interview decisions are partially based on this information.
On a separate sheet of paper, write a paragraph for each competency listed below describing your background and qualifications in each area.
To perform the job successfully, an individual should demonstrate the following competencies.
Analytical - Synthesizes complex or diverse information; collects andresearches data; uses intuition and experience to complement data; designs workflows and procedures
Cooperation - Establishes and maintains effective relations; exhibitstact and consideration; offers assistance and support to co-workers; workscooperatively in group situations; works actively to resolve conflicts.
Quality Management - Looks for ways to improve and promote quality;demonstrates accuracy and thoroughness.
Organizational Support - Follows policies and procedures; completes administrativetasks correctly and on time; supports organization's goals and values; benefitsorganization through outside activities; supports affirmative action andrespects diversity.
Planning/Organizing - Prioritizes and plans work activities; uses timeefficiently; plans for additional resources; sets goals and objectives;organizes or schedules other people and their tasks; develops realistic actionplans. Quality - Demonstrates accuracy and thoroughness; looks for ways toimprove and promote quality; applies feedback to improve performance; monitorsown work to ensure quality.
QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
KNOWLEDGE, SKILLS, & ABILITIES (Language, Mathematical, Reasoning and Computer Skills):
LANGUAGE SKILLS: Ability to read, analyze, and interpret general businessperiodicals, professional journals, technical procedures, or governmentalregulations. Ability to write reports, business correspondence, and proceduremanuals. Ability to effectively present information and respond to questionsfrom groups of managers, clients, customers, and the general public.
MATHEMATICAL SKILLS: Ability tocalculate figures and amounts such as discounts, interest, commissions,proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebraand geometry.
REASONING ABILITY: Ability to solve practical problems and deal with avariety of concrete variables in situations where only limited standardizationexists. Ability to interpret a variety of instructions furnished in written,oral, diagram, or schedule form.
COMPUTER SKILLS: To perform this jobsuccessfully, an individual should have knowledge of word processing software, spreadsheetsoftware, project management software, payroll systems, and accountingsoftware.
EDUCATION/EXPERIENCE:
High School Diploma or GED required. Bachelor's degreeis preferred.
Two years of administrative support experience stronglypreferred.
Must have the ability to work under pressure and deal withdeadlines (essential).
Mustbe comfortable with multi-tasking, flexible with fluid situations and effectivewith changing priorities.
Musthave strong interpersonal skills (emotionally intelligent).
Musthave strong commitment to the values of diversity and human compassion.
Mustbe committed to the personal development of college students.
Mustbe committed to working in collaboration with constituencies.
Must be very detail-oriented and be ableto work accurately with numbers, data, and spreadsheets. Must be able to perform basic mathcalculations, and be able to read and interpret instructions, policies, andprocedures.
Must be highly organized, hard-working,and efficient. Must be able to meetdeadlines and multi-task in a high-volume service area.
Must be proficient in using technologysuch as: databases, portals, general ledger software, developing EXCELspreadsheets and graphs, PowerPoint presentations, and word processing.
Must be an excellent communicator inboth written and verbal forms.
Must exemplify Christian values and bewilling to positively serve multiple constituents in a Christian context,including students, faculty, staff, administrators, trustees, outside vendors,and the general public.
The above requirements will be validated through the writtencompetencies provided by the applicant in addition to the interview process andreference checks regarding past employment experience, qualifications, etc.
CERTIFICATES, LICENSES, REGISTRATIONS:
None are required for this position at this time.
PHYSICAL REQUIREMENTS:
This position issedentary in nature. Must be able to sit for long periods of time whileperforming office and computer operations.
The physical demands described here are representative ofthose that must be met by an employee to successfully perform the essentialfunctions of this job. Reasonable accommodations may be made to enableindividuals with disabilities to perform the essential functions.
While performing theduties of this Job, the employee is frequently required to sit and talk orhear. The employee is occasionally required to walk and reach with hands andarms.
The employee mustfrequently lift and/or move up to 10 pounds and occasionally lift and/or moveup to 25 pounds.
Must be able to sit for long periods while performing office andcomputer operations.
WORK ENVIRONMENT:
The work environment characteristics describedhere are representative of those an employee encounters while performing theessential functions of this job. Reasonable accommodations may be made toenable individuals with disabilities to perform the essential functions.
The noiselevel in the work environment is usually moderate.
ADDITIONAL INFORMATION:
This is a Full-Time, Non-Exempt/Hourly, Full-TimeStaff Position (either FT 30 hours per week or FT 40 hours).
A regular 40-hour work week is required (plus occasionalovertime on evenings and/or weekends), unless FT 30 is preferred by theapplicant, which is an option.
All hours worked beyond 40 hours in a single work week willbe compensated at time and a half, per FLSA guidelines.
Must have and maintain a valid Class C Drivers License andmaintain a clear driving record to be insurable under the university liabilitypolicy.
Must be able to drive to complete work assignments on andoff campus, as needed.
Additional travel may berequired on occasion.
EMPLOYEE BENEFITS: For more information concerning benefits offered to HSU employees, see the HSU Benefits Summary on the HSU website.
NON-DISCRIMINATION STATEMENT:
HSU complies with all applicable anti-discrimination laws including those prohibiting discrimination on the basis of age, sex, pregnancy, race, color, national origin, disability, genetic information and military service. HSU is a private university affiliated with the Baptist General Convention of Texas and may lawfully consider an applicant's religion as a selection criterion. HSU is committed to hiring faculty and staff who share an active Christian faith and fully support HSU's mission.
In accordance with the Americans with Disabilities Act (ADA), HSU provides reasonable accommodation to qualified individuals with disabilities who are employees or applicants for employment, except when the accommodation would impose an undue hardship. Requests for reasonable accommodation should be directed to Human Resources.
BACKGROUND SCREEN:
HSU does not discriminate on the basis of race, color, age, sex, disability, genetic information, national or ethnic origin in employment opportunities, in keeping with applicable state and federal law. HSU is committed to maintaining a safe and secure campus environment and protecting the university's financial and physical assets. Therefore, Hardin-Simmons Univers...