Executive Assistant to the Vice President

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Company: Tougaloo College
Location: Tougaloo, MS 39174 (Tougaloo Community area)

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Position Summary: The Executive Assistant for the Office of Finance

and Administration is directly responsible to the Vice President

for Finance and Administration/Chief Financial Officer. The job

involves serving as principal office support, performing

administrative duties, coordinating office projects, and

administrative interaction with other campus units and external

organizations and agencies. Receives policy and operation

directions from the Vice President for Finance & Administration.

ESSENTIAL RESPONSIBILITIES – may include, but not limited to, the

following:

  • Maintaining Appointment Calendar for Vice President for

Finance

  • Provide customer-oriented service to all internal and

external constituents

  • Daily Recording of Cash Disbursements
  • Pick-up, Sorting, and Distributing Incoming Mail for the

Finance Unit (Finance Office, Accounting-Assistant

Controller and Accounts Payable, Human Resources-Payroll,

Bursar-Student Accounts, Financial Aid, Purchasing, Grants

Office, Finance Staff Assistant)

  • Maintaining Correspondence Files
  • Preparing and Maintaining Cash Receipts Reports
  • Preparing Requests for Purchase of Supplies, Equipment,
Contractual Services, Travel, etc.

  • Serving as a liaison to the Institutional Support area
(Follett College Bookstore)

  • Preparing Bi-Weekly Check-Run for Distribution and Mailing
  • Serving as Plan Administrator for the American Express
Business Travel Account

  • Reconciling Monthly American Express Invoice for Payment
  • Maintaining and Processing College Insurance Records
(Policies, Renewal Applications, etc.)

  • Processing College Insurance Premium Invoices
• Assisting with Annual Audit (Prepare Audit Confirmations)

  • Preparing EZ-Audit Report for Electronic Submission to the

U. S. Department of Education

  • Preparing Annual Financial Statements to Electronic

Submission to the Federal Clearinghouse

  • Monitoring Merrill Lynch Investment Account for Incoming

Stock Contributions

  • Attending and Preparing Reports for Quarterly Audit and

Finance Committee Board of Trustees Meetings

  • Requesting Quarterly Reports from College Investors

(Trustmark, Regions, U. B. S. Financial, United Church of

Christ (Local Church Ministries), and United Church

Foundation)

  • Submitting Bank Wire Transfer Requests for Special Payment

requests

  • Display the highest ethical and professional behavior in

working with internal and external constituents

  • Managing the Report of Title III Expense Funds
  • Preparing and processing Authorized Signature Forms

(Applications that require signatures from College

Administrators-Trustees, President, Vice Presidents)

  • Preparing Summer Program Invoices
  • Maintaining Leave of Absence Reports for Finance Staff
  • Other duties as required and assigned by the Vice President

for Finance and Administration

Experience/Qualifications: Qualifications: Bachelor’s degree in business

or related area. A minimum of 10 years experience in facilitating

the workflow in the College office and/or Business office

environment. Ability to use Microsoft Office technology and

prepared to become familiar with the Jenzabar Enterprise Resource

System.

Date of Position Opening: December 18, 2019

Application Deadline: January 13, 2020

Salary: Negotiable

Mail Documents to: Tougaloo College

Attention: Director of Human Resources

500 West County Line Road

Tougaloo, MS 39174

Fax Documents to: (601) 977-7866

ALL APPLICANTS WILL BE CONSIDERED WITHOUT REGARD TO RACE, COLOR, RELIGION, SEX, AGE,

NATIONAL ORIGIN, SEXUAL ORIENTATION, DISABILITY, CITIZENSHIP, VETERAN STATUS, GENETIC

INFORMATION, GENDER IDENTITY; OR ANY OTHER LEGALLY PROTECTED STATUS. THE COLLEGE

PROHIBITS SEXUAL HARASSMENT, INCLUDING SEXUAL VIOLENCE.

TOUGALOO COLLEGE AN EQUAL OPPORTUNITY/AFFIRMATIVE ACTION EMPLOYER