Executive Assistant to the Finance and Administration Divisional Officer
Full Time
Wichita, KS 67260
$55,000 a year
Posted
Job description
Position Details
Position Title
Executive Assistant to the Finance and Administration Divisional Officer
Position Number
998361
Position Status
Full-Time
Regular Work Hours
Mon-Fri., 8a-5p
Location
Wichita, KS - WSU Main Campus
Description
University Overview
Wichita State University has a long tradition of innovation and entrepreneurship that spurs the economy and serves the needs of the local community. This is the place where anything is possible. Where collaboration and innovative ideas shape the future, and entrepreneurship is in our bones. If you have the creativity, passion and insight to help us build a brighter future for our city, state and world—this is the place where you belong.
Position Specific Responsibilities
The VP of Finance & Administration is seeking a discerning, astute & industrious person to handle the dynamics this position presents. This is not just making the schedules & handling invoices, you will be involved with scholarship administration, maintaining relationships across the university as well as at the state level, & organizing large scale events & so much more. We need someone experienced & who stayed up to date with basic evolving office technology as well as able to manage conversations, questions & needs from across the division. You must be able to track all the moving pieces in the department, keep them organized, shift with competing or quickly changing deadlines all while planning the end result to be as expected. If you can handle the heat in this kitchen, then get that application in to join this hardworking team that doesn’t stop.
Summary of Responsibilities
Provides administrative professional support to executive staff which may include, but is not limited to, scheduling and appointments; coordination of meeting and events; travel arrangements; preparing and editing correspondence, presentations, and reports, and preparing expense reimbursements. Leads and manages the administrative, business planning, accounting, and budgeting for the division.
Essential Functions
Maintains executive’s schedule by planning and scheduling meetings, conferences, teleconferences, and/or making travel arrangements.
Prepares or coordinates the preparation of correspondence, forms, reports, presentation materials and other written communications, as required.
Independently prepares, processes, edits and manages critical financial or operational information, data and documents, which may include purchasing, budgets, materials necessary for meetings, special projects and reports.
Documents meeting notes, keeps records of all proceedings and acts as custodian for all related documentation. Prepares and distributes subsequent correspondence as needed, and follows up on action items to ensure completion.
Coordinates meetings and events which may include, but is not limited to, catering, guest lists, entertainment, supplies, reservations, and set up.
Exercises discretion, confidentiality, and judgment when dealing with matters of a sensitive, confidential or personal nature.
Serves as the authorizing agent for the Beggs Scholarship which includes reviewing applicants and making recommendations on awards.
Resolves office problems independently; facilitates and implements solutions. Supervises the work of others.
Prepares or coordinates the preparation of correspondence, forms, reports, presentation materials and other written communications, as required.
Independently prepares, processes, edits and manages critical financial or operational information, data and documents, which may include purchasing, budgets, materials necessary for meetings, special projects and reports.
Documents meeting notes, keeps records of all proceedings and acts as custodian for all related documentation. Prepares and distributes subsequent correspondence as needed, and follows up on action items to ensure completion.
Coordinates meetings and events which may include, but is not limited to, catering, guest lists, entertainment, supplies, reservations, and set up.
Exercises discretion, confidentiality, and judgment when dealing with matters of a sensitive, confidential or personal nature.
Serves as the authorizing agent for the Beggs Scholarship which includes reviewing applicants and making recommendations on awards.
Resolves office problems independently; facilitates and implements solutions. Supervises the work of others.
Commitment
Wichita State University is committed to inclusive excellence. WSU is the only urban-serving public university in Kansas and has the most diverse student body of all the Kansas state universities. Wichita State University recruits, employs, trains, compensates, and promotes regardless of age, ancestry, color, disability, ethnicity, gender, gender expression, gender identity, genetic information, marital status, national origin, parental status, political affiliation, pregnancy, race, religion, sex, sexual orientation, or status as a veteran. Wichita State University has a clear goal in this regard: to be the place where our talented faculty and staff reflect and promote the evolving diversity of our society. We pride ourselves on being the most innovative university in Kansas, delivering the best educational experience to our students with the distinction for opening pathways to real-life learning, applied research and career opportunities that make people want to stay in Kansas. Our campus provides an experience that promotes all forms of diversity, equity and inclusion, a place to learn, work, live and play.
Requirements
Minimum Education
Bachelor’s degree in accounting, finance, business or related field by hire date
Preferred Education
Minimum Experience
Four (4) years of experience working for an executive in an executive office setting or related field
Preferred Experience
Knowledge, Skills and Abilities
- Proficient level of knowledge with Microsoft Office, especially Word, Excel and PowerPoint.
- Intermediate to advanced knowledge level with MS Teams and/or Zoom.
- Working knowledge of accounting functions.
- Ability to independently resolve issues competently.
- Capable of managing workloads with shifting priorities and deadlines on a regular basis.
- Maintains high level of confidentiality with all matters addressed in the office setting.
- Talent for maintaining professional relationships in the workplace.
- Ability to
Licenses, Certificates and Registrations
None
Sponsorship
User Export Compliance
Additional Information
Special Instructions
Department Information
Department
101505-VP for Finance & Administration
Salary Information
Pay Information
Range beginning point $55,000/yr, adjusted based on experience matching position criteria
Overtime Eligibility
No
Eligible for Shift Differential?
No
Benefits Eligible?
Yes
Benefit Information
Wichita State University and the State of Kansas offer a variety of benefit programs which are designed to enhance employment. Many of these benefits are available immediately and some with a wait period.
You can find more information on benefits in the New/Prospective Employee Benefits Guide.
- Comprehensive health, dental, vision and supplemental coverage offerings
- Retirement plan with generous employer contributions
- Basic employer-paid life insurance and optional life insurance
- Employee and Dependent Tuition Assistance Program
- Generous time off accruals
- Full time 12-month employees typically accrue 22 vacation days and 12 days of sick leave per year in addition to 8 annual paid holidays designated by the State of Kansas.
- Additional holidays and/or a discretionary day can be granted by the governor each year.
- Part-time employee accruals are on a pro-rated basis.
- Paid Parental Leave
- State Shared Leave Program
- Employee Assistance Program
- Discounts on campus and throughout Wichita through ShockerStart
You can find more information on benefits in the New/Prospective Employee Benefits Guide.
Requisition Details
Requisition Details
Posting Date
05/05/2023
Closing Date
Proposed Start Date
06/04/2023
Physical Demands
Physical Requirements
Physical Requirements
Ability to remain in a stationary position. – Frequent 60-90%
Ability to operate a computer and other office equipment including but not limited to phone, printers, copiers, and calculators. – Frequent 60-90%
Ability to communicate with others and accurately exchange information. – Frequent 60-90%
Ability to operate a computer and other office equipment including but not limited to phone, printers, copiers, and calculators. – Frequent 60-90%
Ability to communicate with others and accurately exchange information. – Frequent 60-90%
Physical Weight Category
Sedentary: Exerting up to 10 pounds of force occasionally and/or a negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects. Sedentary work involves remaining stationary most of the time.
Additional Physical Demands
Physical Demands
Atypical Physical Job Requirements
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