Executive Assistant for Finance at Kutztown University of Pennsylvania in Kutztown, Pennsylvania

Job Description:

Job Summary

The Executive Assistant for Finance will primarily be responsible for the complex task of reconciling daily bank transactions, which involves analyzing large sets of student data. Additionally, they will provide administrative support to the Vice President of Finance & Facilities, the Controller, and others in the business office. This includes coordinating division activities, assisting in the preparation of finance reports, handling divisional purchases and invoices, and managing special projects. The Executive Assistant will also prepare and post files, establish new user access, and provide training and support to budget holders across campus.

This position is responsible for:

Maintaining calendars, travel arrangements, logistics, and appointments for the Vice President of Finance & Facilities, the Controller, and others in the business office.

Assisting the Vice President, the Controller, and others by screening mail, phone calls, and visitors; handling matters and answering questions or referring them to other offices as appropriate. Serving as a communication link to staff, faculty, and other administrators.

Reviewing, resolving discrepancies, and reconciling daily bank transactions and student accounts receivable balances for the university.

Preparing, analyzing, and coordinating reports and other materials for submission.

Providing training and support to budget holders across campus regarding their budget, purchasing, invoicing, travel, or utilizing their purchasing card. A strong understanding of business processes and functions is required.

Coordinating, preparing, and updating the transfer of information pertaining to organizational structures, board minutes, by-laws, regulations, and other university documentation as requested.

Assisting with preparing and gathering documents needed for the external audit, including invoices, purchase orders, purchasing card history, schedules of revenue/expenses, general ledger detail, personnel records, etc.

Serving as a notary public for the university and maintaining licensure.

Performing other administrative support responsibilities such as maintaining the division's external websites, record management, office organization, etc.

Minimum Qualifications

Bachelor's Degree

Minimum 3 years of relevant experience in a finance, accounting, or related business office position.

Experience analyzing complex financial transactions and reconciling large data sets.

Experience handling financial documents like invoices, purchase orders, travel expenses, and reimbursements.

Experience utilizing Microsoft Excel to organize and reconcile data. Familiar with excel functions and pivot tables.

Knowledge of accounting software/programs (SAP preferred).

Experience working in a high-volume work environment with frequent interruptions.

Strong attention to detail and ability to maintain a high degree of accuracy and thoroughness.

Excellent verbal and written communication skills.

Preferred Qualifications

Experience in Higher Education

Experience providing executive support

Fluency in Spanish at a native speaker level

Experience working with confidential and sensitive information

Supplemental Information

Applications & resumes will be accepted until position is filled, however; to ensure full consideration, application materials should be received no later than the end of day on January 28, 2025.

The starting salary range for this position is $50,555, to $58,138.

All applications for this position must be submitted via our online application/resume system ONLY. Please do not fax, mail, or e-mail any documentation.

Successful interview, reference checks, background clearances (PA Criminal, Child Abuse Clearance & FBI Clearance), and demonstration of ability are requisite qualifications for all positions.

The University is very interested in hiring employees who have had extensive experience with diverse populations.

Kutztown University is an AA/EOE/member of the PA State System of Higher Education and actively solicits applications from women and minority candidates.

Non-Discrimination Statement

Kutztown University does not discriminate in employment or educational opportunities on the basis of sex, race, ethnicity, national origin, age, disability, religion, sexual orientation, gender identity, or veteran status. To discuss a complaint of discrimination, please contact the Office of Social Equity, Old Main A-Wing, Room 02, by phone at 610-683-4700 or by e-mail at pena@kutztown.edu. Pursuant to Title IX of the Education Amendments of 1972, Kutztown University does not discriminate on the basis of sex and prohibits sex discrimination in any education program or activity that it operates, including admissions and employment. Any inquiries regarding the application of Title IX at Kutztown University may be made to Bradley Davis, the University's Title IX Coordinator, located in Old Main A-Wing, Room 02A, by phone at 610-683-4782 or by email at titleix@kutztown.edu, or the Office for Civil Rights located in the Lyndon Baines Johnson Department of Education Bldg., 400 Maryland Avenue, SW, Washington, DC 20202-1100, by phone at 800-421-3481 (TDD: 800-877-8339), by fax at 202-453-6012, or by e-mail at OCR@ed.gov. Kutztown University's Sexual Misconduct, Anti-Discrimination, and Anti-Harassment policies can be found in The Key student handbook or online at https://www.kutztown.edu/about-ku/administrative-offices/social-equity.html.

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