Perform duties for the Vice President for Business and Finance while accomplishing other assigned functions on a generally independent and unsupervised basis.
Salary Grade O07 Essential Functions
- Supports the Vice President and his/her direct reports, including but not limited to the coordination of schedule/appointment calendar, travel arrangements, meeting arrangements, general correspondence and reports, and processes invoices.
- Assists at and set-ups meetings which may include taking notes, arranging conference calls, preparation of materials, room reservations, set-up of computer.
- Proactively manages the preparations for all Vice President’s Board of Trustee committee meetings.
o Communicates with trustees and guests, confirms dates and times in coordination with the President’s office.
o Prepares supporting materials for committee meetings, drafts committee minutes, manages the trustee portal.
o Coordinates with Vice President’s direct reports to ensure agendas and materials are prepared well in advance of deadlines.
- Initiates debt compliance activities, maintains files, compliance reports, processes and records principal and interest payments relative to various bond issues.
- Maintains Administrative Procedures Manual, internal procedure handbooks, responsible for posting updated policies on the Finance and Administration campus portal. Solicits, edits and distribute updates.
- Prepares various Memorandums of Understanding and Independent Contractor agreements.
- Insurance activities: Responsible for coordination between College and brokers for correspondence, files and records in connection with all College insurance policies; maintains a complete inventory of all College-wide policies.
o provides information for renewals, processes premium payments, initiates special policies i.e., student nurses’ liability insurance, cadaver bonds, etc.
o Communicate with insurance brokers in connection with claims, interpretations of policies and keep files current.
o Reviews all affiliation and vendor agreements relative to insurance requirements prior to execution.
o Coordinate risk management training with broker and campus.
- Non-resident alien tax determination:
o Responsible for the administration of the Glacier Arctic International software system.
o Coordinates with all College departments to ensure their participation in the process.
o Prepares materials for Controller to make final the final annual tax determination.
- Manages the authorized signers and budget officer’s security.
- Responsible for special projects as assigned, may include information gathering, creating spreadsheets for analysis, and coordinating with other departments to accomplish assignments.
- Coordinates correspondence related to the annual audit confirmation and unclaimed property reporting.
Demonstrates a strong commitment to continuous improvement. Supports mission, vision and values.
Other Duties and Responsibilities
Performs other duties as assigned.
Minimum Qualifications
- Must be a detail-oriented self-starter with the ability to multi-task and function at a high level or independent work
- Excellent computer skills – Microsoft Office
- Ability to articulate complex questions and answers
- Excellent organizational skills
- Ability to graciously communicate and interface with all constituents
- 3-5 years’ experience supporting a C-Level manager
- High school graduate.
- Ability to function effectively and meet deadlines under pressure with minimal instruction follows up.
Preferred Qualifications
- College degree
- Previous experience working in a finance, insurance or accounting organization
Working Conditions/Physical Requirements
Employee is subject to indoor work, protected from weather conditions. Work is sedentary in nature and involves exerting up to 10 lbs. of force occasionally and/or a negligible amount of force frequently/constantly in order to lift, carry, push, pull or otherwise move object.
Work Hours Posting Date 12/16/2019 Closing Date Open Until Filled Special Instructions to Applicants
Please provide 2-3 references in “other” document, including: names, phone numbers, emails, relationship to reference (e.g. supervisor, colleague, direct report, etc.).
Elmhurst offers 66 undergraduate majors, 16 graduate programs, evening and online programs for adults, and the Elmhurst Learning and Success Academy for young adults with differing abilities. Elmhurst College is among the top-ranked colleges in the Midwest, according to U.S. News & World Report; and U.S. News, Money and Forbes magazines consistently rank Elmhurst as one of the Midwest’s best values in higher education. Recruiting and retaining a diverse workforce is a critical component of the College’s mission, vision and core values. Our commitment stems from the belief that an institution of higher learning is enriched by the presence of diversity. Elmhurst College is an EO Employer. Elmhurst College prohibits discrimination and harassment of any type and affords equal employment opportunities to employees and applicants without regard to race, color, national origin, gender, sexual orientation, religion, age, creed, ancestry, veteran status, marital status, disability, or any other characteristic protected by law.
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