Senior Administrative Assistant to the Vice President for Finance and Administration
Summary:
The Senior Administrative Assistant reports to the Vice President for Finance and Administration and assists him/her in all aspects of job functions which would include managing his/her calendar and flow of paperwork. Also, assists Controller. There are various other responsibilities as designated.
Duties:
- Coordinate calendar for VPFA and Controller
- Take messages for VPFA and Controller
- Distribute mail to Business Office; open all “PC” mail and distribute
- Open mail for VPFA and Controller; date; put in designated folders for their review
- Manage paper flow for VPFA from other areas on campus such as invoices and contracts that need VPFA signature
- Code invoices
- Maintain contract files
- Type various correspondence and spreadsheets for VPFA and Controller
- Maintain master files of college policies and procedures
- Approve monthly insurance invoices and maintain spreadsheet of payments
- Maintain office calendar for VPFA’s areas of responsibility
- Assist in risk management by reviewing certificates of liability insurance and keeping them current
- Work with Campus Police in to maintain a list of campus owned vehicles
- Coordinate paperwork when vehicle is purchased or sold including tax exemption forms
- Maintain property files
- Maintain authorization sheets for purchasing
- Maintain file on credit card statements
- Manage office supplies for VPFA’s area
- Manage communication between Board of Trustee committees supported by VPFA and maintain documentation for each committee
- Assist Executive Assistant to the President with preparation for Board of Trustees meetings
- Arrange travel and accommodations when needed for VPFA or Controller
- Assist directors under VPFA as needed
- Receive checks, cash, and money orders for tuition in person and by mail; write receipts, prepare deposits, and post to student account in Banner
- Receive checks, cash, and money orders for general receipts, by postal mail and by interoffice mail, including athletic game revenue; write receipts, prepare deposits, and post to the general ledger in Banner
- Receive checks, cash, and money orders for gifts; write receipts, prepare deposits, and post to the general ledger in Banner
- Process credit card payments for Escrow Deposits and post to student accounts
- Process credit card payments for miscellaneous general receipts and post to general ledger accounts
- Check Synovus Bank website daily for incoming ACH and wire transfer credits, write receipts, notify appropriate departments as needed, and post payments to the general ledger or to the student account in Banner
- Maintain $900 petty cashbox
- Provide backup support for billing and payment questions for students and parents in person, by phone, or by mail
- Process returned checks; collect for returned checks when necessary
- Maintain files that provide backup for the receivables process
- Approve and stamp checks “for cash” for students and/or personnel to carry to TD Bank
- Check Official Payments website daily for returned e-checks and inform the Student Accounts Manager who will notify the parent or student; notify Official Payments of posting issues due to server errors
- Determine disposition of checks mailed to the general address of the college
- Draw down federal funds from G5, process paperwork for transfer request, and post funds to the general ledger
- Set up new Laurens County Academy of Music students in Banner
- Apply student payments from collection agency
- Scan weekly checks, direct deposits, and journal entries in to Docuphase
- Enter journal entries provided by the other accounting staff
- Complete credit applications for vendors who do business with the college
- Distribute student refund checks to students when necessary
- Serve as manager of the records storage area for the Business Office
Qualifications:
Good organizational, time management, and decision making skills are essential for this position. Ability to effectively communicate with people at all levels is also needed. Experience with Microsoft Word and Excel is a requirement. Ability to hand sensitive matters confidentially.
To Apply:
Send a cover letter, résumé and list of three references including contact information to Presbyterian College Office of Human Resources, 503 S. Broad St., Clinton, SC 29325 or email materials to hr@presby.edu
Presbyterian College is an EEO employer and does not discriminate against any person or group on the basis of age, color, disability, gender, pregnancy, national origin, race, religion, sexual orientation, veteran status or genetic information. PC is building a culturally diverse faculty and staff committed to working in a multicultural environment and encourages applications from minorities and women.