The Administrative Assistant, reporting directly to the Vice President for Business and Finance, plays a pivotal role in providing support across various administrative functions within the Office of Business and Finance. This position provides administrative, logistical, and strategic support to the Vice President for Business and Finance including, but not limited to, scheduling and calendar management, project management, budget reconciliation, purchasing, property management, fleet management, act as a liaison to vendors and tenants, troubleshoot and solve issues with sector directors, catering, and event planning.  The administrative assistant will have the responsibility to help cultivate a supportive environment where team members collaborate effectively toward common goals and will also function as the first point of contact for anyone trying to connect with the Vice President for Business and Finance and determine the urgency of the request.

EDUCATION AND WORK EXPERIENCE

Bachelor’s degree and a minimum of three years related experience and/or training. Priority will be given to candidates who have a background in business, finance and accounting or experience with budget management.

SKILL REQUIREMENTS

• Self-motivated
• Able to work independently and without supervision.
• Maintain strict confidentiality regarding sensitive information and discussions while handling all matters with discretion and professionalism.
• Problem-solving
•  Monitor and assess performance of yourself and others within the office.
• Evaluate processes and suggest improvements/corrective action to create a more efficient workflow.
• Be an effective communicator – written and verbal.
• Logical with organization and management of equipment and files.
• Expert proficiency in Microsoft Office Suite, including Word, Excel, Power Point and Adobe.

ESSENTIAL FUNCTIONS

Administrative Operations: Support day-to-day administrative operations, ensuring smooth and efficient workflows. Coordinate student worker schedules to ensure front desk coverage. Reviews and sort mail, distributing it to the proper offices. Coordinate and execute meetings and events, manage related logistical details. Identify opportunities for process improvement within the department and implement innovative strategies to enhance operational efficiency. Function as the first point of contact for anyone trying to connect with the Vice President for Business and Finance and determine the urgency of the request. Collaborate with the Vice President for Business and Finance and team members to create a flexible and supportive work environment.

Calendar Management and Meeting Preparation: Efficiently manage and coordinate the calendars for the Vice President for Business and Finance. Schedule and confirm appointments, meetings, and events, ensuring there are no conflicts, and all necessary parties are informed and prepared. Arrange meeting logistics, including booking conference rooms, setting up audio-visual equipment, and coordinating catering services as needed.

Budget Management: Collaborate with the Vice President for Business and Finance to assist in the development, monitoring, and management of the office and sector budgets. Track expenditures, process financial transactions, prepare reports, provide recommendations for effective resource allocation, and maintain communication with sector directors for proper management of budgets. Reconcile the Vice President’s credit card account and submit monthly reports.

Liaison to Key Vendors and of Lee University Property Management: Collaborate with vendors, including Sodexo Food Service, various insurance agencies, and tenants, to generate reports for payments, receipts, and invoicing. Ensure that rents are collected and recorded promptly. Track and update equipment details, such as vehicle tag registrations and insurance. Communicate any necessary repairs or maintenance of Lee University properties to the appropriate offices.

Reports: Assist with the generation and assembly of a weekly report submitted by the Vice President to the President’s Office each week. Update monthly reports from investment companies. Manage records, generate correspondence, minutes, agendas, and schedules for the different committees on which the Vice President is a member while also providing support for monthly reports generated by the Vice President for various on-campus projects.

Work hours vary and depend on the workflow and tasks assigned to the administrative assistant and the office of the Vice President for Business and Finance.

Please submit resumes and complete employment applications to Janell Satterfield, Director of Human Resources, Lee University, P. O. Box 3450, Cleveland, TN or electronically to [email protected].