Major Functions:

This position provides assistance to the Vice Chancellor for Business and Finance by performing high-level assignments and ensuring effective management and coordination of the daily operations within the Office of Business and Finance.  This position is responsible for scheduling appointments, meetings, travel; researching issues, compiling and analyzing information; preparing reports; assisting the Vice Chancellor with speeches by converting them into multi-media formats and editing as needed; participating in planning meetings; and serving as a point of contact with TBR division directors, institutional business officers, and relevant public officials.  This position will also provide necessary support to the Shared Services Center.

Responsibilities:

Coordinating daily business within the Office of Business and Finance, including screening and responding to telephone calls for the Vice Chancellor; responding to or providing a draft response to various inquiries for the Vice Chancellor; coordinating time and attendance reporting; acting as the Office’s contact person with institutions and various State agencies on functions assigned; maintaining Business and Finance files, including providing information externally and internally when appropriate; and handling confidential and sensitive materials and composing confidential and sensitive correspondence and reports.

Providing overall administrative support for the division of Business and Finance; including inventorying and ordering supplies, making arrangements for and preparing materials for meetings; assisting units within division with administrative tasks, as needed, etc.

Provide support to the Shared Services Center, including but not limited to, administrative support, transaction processing, reconciliations, reporting, document processing, etc.

Within scope of responsibilities, processing and reviewing documents and transactions for compliance with policies by interpreting and applying appropriate regulations and advising others regarding such regulations; and identifying and correcting errors and discrepancies; researching and resolving any problems.

Assist in the production of reports and presentations for relevant Board Committees; including slides, scripts, minutes, etc.

Coordinating appointment schedules and travel schedules for the Vice Chancellor using discretion in determining priority of appointments and time management.

As requested, assist in preparation for Board meetings, including attendance at Board meetings and supporting the conduct of meetings.

Enhancing the coordination and follow-up associated within the division staff meetings by preparing agenda and meeting materials.

Other tasks as required.

Knowledge, Skills, Abilities:

Ability to effectively communicate verbally and in written and the ability to use good judgement;

Excellent organizational skills;

Excellent analytical and problem-solving skills;

General knowledge of financial type transactions such as accounting, budgeting, accounts payable, etc.

Experience with standard office practices and procedures; operates basic office equipment such as telephone, computer, copier, fax machine, etc.

Proficient in using software applications such as Microsoft Word, Excel, Outlook, PowerPoint, Adobe Acrobat, Web Design and Publisher to design, assemble and/or format data and/or reports and promotional/training materials.

Ability to work in a fast-paced environment with attention to detail;

Some travel required in attending meetings, retreats, etc. including overnight travel on occasion;

Ability to detect and correct grammatical and spelling errors in written correspondence;

Ability to maintain files accurately, in paper and in software programs;

Ability to handle multiple tasks simultaneously

Minimum Qualifications:

Associates Degree;

Five years of relevant work experience in a professional office environment.  One year of college work beyond the two years of college work required may be substituted for one year of relevant experience for a maximum of two years.

Preferred Qualifications:

Bachelor’s Degree;

Related experience in higher education;

Certified Administrative Professional (C.A.P.) certification;

Knowledge of TBR policies and guidelines

 

Applications accepted online only at https://www.tbr.edu/hr/job-opportunities-tbr-system-office.