Administrative Assistant To The Vice President For Finance

Date: August 26, 2023

Title: Administrative Assistant to the Vice President for Finance

Description: Under the supervision of the Vice President for Finance, the Administrative Assistant to the Vice President for Finance is responsible for providing administrative assistance to the Vice President of Finance as well as other Finance Department staff, including but not limited to reception, telephone answering, scheduling and calendar maintenance, filing, secretarial assistance and other projects as assigned. Attend meetings and prepare minutes for the meetings of the Board of Trustees Fiscal Resource Committee, Facilities Committee, and Audit and Compliance Committee. The Administrative Assistant is also responsible for purchasing for all areas of the College.

Responsibilities

• Expected to comply with all applicable College, Federal, State, local and associational laws, rules and regulations
• Work closely with Accounts Payable Specialist to resolve any vendor discrepancies
• Participation in significant campus activities including Welcome Weekend, True Blue Weekend, and Commencement Weekend
• Process material requisitions as received and issue related purchase orders
• Additional job related duties as assigned
• Risk Management
• Track company vehicles, titles, insurance, registration, etc.
• Ability to create and maintain positive relationships with all internal and external constituents
• Answer incoming calls for the VP of Finance
• Assist with coordination, preparation of materials for Board of Trustees committee meetings. Attend committee board meetings and provide minutes for those meetings.
• As a representative of the College, expected to comport oneself in a professional manner at all times, both on and off campus
• Maintain files of certificates of insurance and track expirations, renewals as needed
• Maintain property and liability insurance files, monitor minor claims
• Receive certificates of insurance from vendors and other groups as needed
• Follow up with vendors to ensure items are received and accurately entered into computer system
• Schedule meetings and maintain calendar, file and provide secretarial assistance to the VP and office staff
• Purchasing
• Obtain certificates of insurance as requested by campus departments
• Order office supplies for Student Accounts and Finance Office (12+ staff)

Qualifications: Minimum requirements for the position are some college experience and/or an Associate’s degree with between three and five years of experience in a similar position or field.

• Thorough and 100% follow through on tasks
• Customer service skills
• Unceasing patience and a positive attitude
• Bookkeeping/Accounting experience helpful
• Ability for extensive multi-tasking
• Working knowledge and proficiency with Gmail, Microsoft Word, Excel, Google Docs, Google Meet, and Zoom
• Professional business writing
• Some experiences with other computer programs helpful (Colleague, purchasing systems)
• Detail oriented and organized with secretarial tasks

The College strongly recommends that all employees are fully vaccinated against COVID-19 (full course of primary vaccination plus at least one dose of a booster).

An independent, residential liberal arts college enrolling approximately 1,200 full-time undergraduates, Hartwick embraces the teacher-scholar model, with teaching excellence as the first priority, and seeks to recruit, retain and promote a diverse workforce. The College features a Liberal Arts in Practice general education curriculum and aspires to “be the best at melding liberal arts education with experiential learning.”

Hartwick operates as a community of learners where there is a very real sense of belonging and connection. By joining Hartwick, you become part of a group of people who work together, share in our successes, and a celebrate our accomplishments. All positions at Hartwick contribute to the education and development of students with the opportunity to see the impact on future leaders—what you do at Hartwick really matters.

Our beautiful 425-acre campus is located in the scenic Susquehanna River valley in Oneonta, New York—a charming town near the northern foothills of the Catskill Mountains. Hartwick offers health benefits to domestic partners of employees, flexible scheduling, opportunities to engage in athletic and cultural events (concerts, exhibits, and lectures) and tuition benefits for eligible employees and their dependents.

Hartwick College prohibits discrimination on the basis of sexual orientation/preference and gender identity/expression and is an Equal Opportunity Employer, committed to broadening “the understanding, awareness, and appreciation of diversity among all members of the Hartwick community.” Women, minorities, and other underrepresented groups are especially encouraged to apply.

Hartwick College is committed to providing a safe and secure educational and employment environment. Employment at Hartwick College is therefore contingent upon a successful background check on every new employee. Candidates to whom an offer of employment is made will be required to sign a Release of Information Form authorizing the College to conduct a thorough background check.

Hartwick College is committed to a diverse candidate pool, values an inclusive workforce and workplace environment, and wishes to minimize or eliminate the impact of implicit bias during the search and hiring process.

All applicants are asked to submit the following materials with their online applications:

• A resume;
• A Diversity Statement that addresses how your past and/or potential contributions to diversity will support Hartwick College’s Diversity Statement (
• The names and contact information for three references, with annotation regarding how the reference is related to you and your work (at least one of your references must be from a current and/or previous supervisor).
• A cover letter;

Review of applications will continue until the position is filled.

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