Assistant to the Vice President, Business & Financial Affairs

This position is responsible for assisting the Assistant Director with the effective operation of the Business and Financial Affairs Division. Primary responsibilities consist of: serving as liaison between the and students, faculty, staff, and visitors external to the campus; communicating with on- and off-campus book stores, state agencies in Montgomery; performing administrative duties – specifically writing/editing reports and correspondence; and functioning as a coordinator of complex assignments for the President and administration. Under the direction of the Assistant Director, this position is responsible for coordinating services with Human Resources, Business Office, Facilities, Public Safety, and Information Technology. This position serves as a liaison to all the departments within the division and communicating and organizing with all applicable department leaders.

Manage budgets for the office, as well as others as requested;

Make arrangements for meetings, conferences, and interviews;

Screen telephone calls, visitors, and incoming correspondence to expedite handling of inquiries and requests;

Formulate procedures and maintain systematic retention, protection, retrieval, transfer, and disposal of records;

Make travel arrangements;

Record/transcribe/maintain minutes of committee meetings, as requested;

Delegate specific requests to the VP, appropriate divisional staff, or referrals to other offices;

Anticipate and prepare materials needed for correspondence, appointments, meetings, telephone calls, etc.;

Disseminate information to campus, division, faculty, and/or staff through correspondence, email, and other media venues;

Serve as liaison with students, faculty, staff and external visitors, in person or by telephone, to solve problems;

Communicate and resolve problems with state agencies in Montgomery;

Initiate and complete annual agency fund accounts audit;

Coordinate all meetings and activities for designated committees;

Assist with all reports (annual, five-year, institutional effectiveness) as well as all correspondence;

Maintain the VP's calendar - independently schedules appointments - brief VP on matters pertaining to meetings;

Maintain leave calendar for the division;

Perform all other duties as assigned.

ADDITIONAL DUTIES

Maintain and monitor access to sensitive and confidential files relating to administration and personnel matters;

Maintain file of correspondence sent, received, and/or requiring future action;

Order and maintain supplies and equipment for office;

Explain rules, policies, regulations, etc. when appropriate or make referrals to appropriate office;

Serve on various committees as requested, including selection panels;

Maintain division information for SACS visits;

Work with all areas of the University on behalf of the Vice President, as requested, and assist in completing associated tasks.

LICENSES, CERTIFICATIONS, OR REGISTRATIONS

Completion of bachelor's degree, required;

Five years of related experience, required.

Applicants must upload a resume at the time of application as well as provide contact information for at least three professional references. For questions, please email employment@una.edu or call 256.765.4291 and select option #2. Selecting an option other than #2 will result in a delayed response.

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