Finance Project Manager/Executive Assistant

This position reports to the CFO.  Primary responsibility is to work with the CFO to manage smaller divisional projects as assigned as well as maintain CFO calendar.  Supports Financial Analyst/Sr Project Manager on larger projects and research as needed. Works with Financial Analyst team to support account analysis or follow up with divisions as needed.  Serves as a point of contact for the Office of the CFO to exercise superior customer service and responsiveness to external and internal inquiries. Coordinates monthly divisional budget meetings and assists with minutes of these meetings.  Assists Controller with follow up necessary for timely monthly close procedures. Assist Controller with year end audit as needed.  Maintains the day to day activity on Saxon Inn Inc.  Works with CFO on compilation of annual insurance renewal documents.  Assists CFO and Financial Analyst/Sr Project Manager with preparation of board materials and acts as liaison with the President’s Office.  Responsible for working with event coordinators to obtain liquor permits and facility/service contracts. 

Rate: $24.49-$25.89, 35 hours per week

Essential Functions

• Develops and maintains project timelines and task assignments, monitors and records progress and milestones
• Assists CFO and Financial Analyst team with journal entries and budget adjustments
• Assists in the preparation of Board related communications and meeting prep for four (4) Committees: Audit, Investment, Finance, Facilities & Grounds
• Ensures board committee packets are forwarded to the President’s Office in a timely manner
• Maintains the day-to-day activities of Saxon Inn Inc. – filing for special permits, processing annual license renewals, annual inventory count
• Prepare insurance renewal documents
• Organize and create files, managing filing system both electronic and in paper form. Manage the record retention/policy retention procedures
• Prepare facility or event contracts for signature by CFO; manage requests, mailings and submissions of signed documents
• Field general requests for Certificates of Insurance and issue accordingly
• Assists the Controller with the year end audit workpapers. Works with the university attorneys and CFO to gather, execute, and maintain legal documents
• Ensures superior customer service to all constituents

Other Duties & Responsibilities

• Cross-train with Business Office positions to function as backup and other duties as assigned
• Project implementation for specific projects as assigned.
• Reconcile Business & Finance credit card: approval of all charges, attaching receipts to statements electronically and submitting
• Maintain official divisional organizational chart; update and distribute as necessary
• Other duties as assigned
• Supports and assists in creating intersections for faculty, staff and students that will assist in transforming people’s lives
• Supports and assists in creating an evolving culture of mentoring and rich engagement opportunities for faculty, staff, and students
• Maintains a commitment to diversity, equity and inclusion and a high degree of cultural competence and respect for a wide range of identities and experiences, therefore welcoming and supporting all faculty, staff and students and expanding access to the AU experience
• Maintains a safe working environment within and around their facilities and associated equipment and supplies including, but not limited to, obtaining Safety Data Sheet (SDS) information pertaining to any hazards associated with their work environment
• Participates in all required assigned training, including safety training and will comply with safety rules, regulations, and protocols
• Effective written and oral communication skills
• Contributes to the overall success of the University by performing other duties as assigne

Confidentiality  Accuracy

• This position has access to all account balances and student record information. Therefore, confidentiality is of the utmost importance in these areas. This information is handled on a daily basis. Student information is confidential because it contains the student’s social security number and other personal information. This information should not be shared without appropriate authorization.  This information can only be released to external people that the student has authorized. Only the authorized individual can release account information to the person, or persons listed in the chart of accounts. Accuracy and attention to detail is at the heart of every task. This position is subject to continuous interruptions and requires the ability to maintain concentration and focus along with a pleasing disposition
• Safety: Participate in safety training and comply with safety rules, regulations, and protocols
• Perform additional duties and assist with special projects as assigned

Qualifications-Education & Experience, Knowledge, Skills & Abilites

• Fromal Education:
  • Bachelor’s Degree in Accounting/Business Administration or equivalent education and experience is required 
• Experience:
  • 2 years of accounting and/or project management experience required. Experience working with higher education or nonprofit preferred
• Knowledge:
  • A working functional knowledge of Accounting and ERP Systems such as STC Banner
  • Demonstrated knowledge of Accounting Principles (GAAP) and Procedures
  • Working knowledge (education or work-related experience) of Project Management methodology and/or Business Process Analysis is essential
  • A working functional knowledge of Project Management Software such as Asana
  • Advanced Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint)​​​​​​​
• Additional Knowledge/Skills:
  • ​​​​​​​Work/school records would confirm the existence of superior skills or attributes in the following areas: sound judgment, discretion, dependability, organizational and interpersonal skills, professional work output, energy and enthusiasm, ability to interact with all levels of the AU community and constituents, diplomacy, initiative, function independently with only occasional review and direction. Candidate must possess the ability to multi-task in a fast-paced, open office environment and prioritize. Position requires the strictest level of confidentiality. 
  • Fax, Copier, and Calculator
• Essential Functions:
  • ​​​​​​​With or without reasonable accommodations the incumbent must be able to read and write and speak the English language at a college level, be capable of performing sometimes complex mathematical calculations, statistical calculations and 
    other higher mathematical operations, must be able to communicate with all levels of the institution in written and spoken form. The individual must be able to work independently. The ability to maintain regular and prompt attendance is essential to the successful performance of this position

Physical Demands & Work Enviroment
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Personal Protective Equipment must be worn when required.  A respiratory function test and the ability to use respirators may be required.  Stairs and uneven surfaces may be present; artificial lifts, etc. may or may not be available.  The position may require the incumbent to walk outdoors in all types of weather to other buildings or offices located on the campus.  The Campus is located in an area that contains numerous hills and slopes and may not always be fully accessible for mobility impaired individuals. 

About Alfred University
Lighting the way for students since 1836.“We've always been a place for makers, especially those who make the future. Our commitment to independent thinking, creativity, academic rigor and community have made us a unique kind of leader since 1836.”  

Alfred University (AU) was founded on principles of social justice in 1836 by liberal, independent thinkers who placed high value on education for all citizens. The University has retained and built upon the strong values of its founders, developing as an institution of national and international renown that is responsive to the needs of contemporary society while remaining consistent with the spirit of its origins. Alfred University is the second oldest coeducational college in the United States as well as one of the earliest nineteenth century colleges to have enrolled African American and Native American students. It has a long-standing history of educating socially conscious students who make a difference in their professions and their communities. 

Over the course of the twentieth century, Alfred University evolved into a complex institution offering a full range of programs in the liberal arts and sciences, art and design, engineering, business, education, counseling, and school psychology to its nearly 2,000 undergraduate and graduate students that live, learn, and play on a 232-acre campus located in an idyllic, creative valley in Western New York. To learn more, visit alfred.edu.
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Alfred University actively subscribes to a policy of equal employment opportunity, and will not discriminate against any employee, student or applicant because of race, age, sex, color, sexual orientation, gender identification or expression, physical or mental disability, religion, ancestry or national origin, marital status, genetic information, military or veteran status, domestic violence victim status, criminal conviction status, political affiliation or any other characteristic protected by applicable law.