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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, and respect the values and distinctives central to the historically Baptist values of HSU as reflected in the University’s Statement of Faith.

CONTACT INFORMATION: Human Resources 325-670-1259 or

SUMMARY/SCOPE:

The Assistant to the Vice President for Finance performs complex clerical work, manages the office, and provides administrative support. The Assistant works under the supervision of the Vice President for Finance.

This position also supports the Associate Vice President for Finance/Controller and the Vice President for Administration with various administrative duties, requisitions, etc.

HSU JOB FAMILY CLASSIFICATION INCLUDES THE FOLLOWING:

ESSENTIAL DUTIES AND RESPONSIBILITIES:

Perform routine clerical and administrative functions such as drafting correspondence, scheduling appointments, organizing and maintaining paper and electronic files, answering telephones, taking messages, transferring calls, and providing information to callers.

Use computers for various applications such as Adobe, expense requisitions, spreadsheets, or word processing.

Set up and manage paper or electronic filing systems, recording information, updating paperwork, and maintaining documents, such as university contracts, other material.

Compile and track data, coordinate insurance and loss control duties, assist in developing and communicating policies and procedures, and assist with various projects.

Operate office equipment, such as fax machines, copiers, or phone 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 ideal candidate is highly self-motivated and able to work independently while taking initiative in their role. They demonstrate a strong sense of responsibility, along with excellent time management and organizational skills. This individual can prioritize tasks and remain focused, consistently following through on assignments with dependability and accountability. They are also flexible and adaptable, with a positive, easy-going demeanor in their day-to-day work.

Promotes a service-oriented, professional environment for the Vice President’s Office. Schedule meetings, answers calls, handle internal and external campus inquiries, resolve problems, processes paperwork, and welcomes visitors.

Coordinates numerous campus property and liability insurance policies and submits claims on losses. 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 and maintains ongoing spreadsheets. Tracks data, financial information and trends.

Develops charts and graphs for presentations.

Reconciles financial transactions and account activity.

Assists the finance division team with various special and ongoing projects and initiatives. Serves on committees upon request.

Assists campus department heads in accessing and interpreting financial information through the Colleague system.

Maintains contracts and terms, and monitors expiration dates.

Assists with developing, maintaining, and communicating financial policies and procedures.

Research vendor issues, meets with vendors, resolves billing issues, and processes payments.

Fills out and maintains vendor and credit applications on behalf of Hardin-Simmons University.

Manage and maintain all university vehicle registrations, ensuring timely renewals and accurate recordkeeping on a monthly basis.

Coordinate the documentation, filing, and payment of property taxes, ensuring compliance with applicable deadlines and regulatory requirements.

Conduct biannual research to identify unclaimed property, prepare and submit claims, and maintain all records of all filings and recoveries.

Assist with the administration of the university’s insurance programs, including property coverage, foreign travel insurance, vehicle insurance and towing, maintenance, of approved driver and volunteer lists, and coordination of certificates of insurance (COIs).

Maintain organized and up-to-date records of life insurance policies, including tracking, filing, and ensuring proper documentation is retained.

Maintains numerous university permanent files, including capital projects and university properties.

Assists with research for data related to board finance committee meetings. Helps VP for

Finance compile information and prepare reports for finance committee meetings.

Records meetings and prepares minutes.

Prepares correspondence for and communicates official information on behalf of the Vice President.

Follows and maintains a project timeline for their position and the Vice President for Finance.

Performs other duties as assigned by the Vice President for Finance.

Must be willing to obtain additional training, upon request, to continue enhancing job skills.

SUPERVISORY RESPONSIBILITIES:

There are no supervisory responsibilities for this position, except for student workers.

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 and researches data; uses intuition and experience to complement data; designs work flows and procedures

Cooperation - Establishes and maintains effective relations; exhibits tact and consideration; offers assistance and support to co-workers; works cooperatively 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 administrative tasks correctly and on time; supports organization's goals and values; benefits organization through outside activities; supports affirmative action and respects diversity.

Planning/Organizing - Prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives; organizes or schedules other people and their tasks; develops realistic action plans. Quality - Demonstrates accuracy and thoroughness; looks for ways to improve and promote quality; applies feedback to improve performance; monitors own 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 business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, customers, and the general public.

MATHEMATICAL SKILLS: Ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Ability to apply concepts of basic algebra and geometry.

REASONING ABILITY: Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

COMPUTER SKILLS: To perform this job successfully, an individual should have knowledge of word processing software, spreadsheet software, project management software, payroll systems, and accounting software.

EDUCATION/EXPERIENCE:

High School Diploma or GED required. Bachelor’s degree is preferred.

Two years of administrative support experience strongly preferred.

Must have the ability to work under pressure and deal with deadlines (essential).

Must be comfortable with multi-tasking, flexible with fluid situations and effective with changing priorities.

Must have strong interpersonal skills (emotionally intelligent).

Must have strong commitment to the values of diversity and human compassion.

Must be committed to the personal development of college students.

Must be committed to working in collaboration with constituencies.

Must be very detail-oriented and be able to work accurately with numbers, data, and spreadsheets. Must be able to perform basic math calculations, and be able to read and interpret instructions, policies, and procedures.

Must be highly organized, hard-working, and efficient. Must be able to meet deadlines and multi-task in a high-volume service area.

Must be proficient in using technology such as: databases, portals, general ledger software, developing EXCEL spreadsheets and graphs, PowerPoint presentations, and word processing.

Must be an excellent communicator in both written and verbal forms.

Must exemplify Christian values and be willing 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 written competencies provided by the applicant in addition to the interview process and reference checks regarding past employment experience, qualifications, etc.

CERTIFICATES, LICENSES, REGISTRATIONS:

None are required for this position at this time.

PHYSICAL REQUIREMENTS:

This position is sedentary in nature. Must be able to sit for long periods of time while performing office and computer operations.

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this Job, the employee is frequently required to sit and talk or hear. The employee is occasionally required to walk and reach with hands and arms.

The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 25 pounds.

Must be able to sit for long periods while performing office and computer operations.

WORK ENVIRONMENT:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The noise level in the work environment is usually moderate.