Job Description
Job Description
Occupational Summary
The Executive Assistant and Financial Services Specialist provides executive support to Beloit
College's Vice President for Finance, Treasurer and Chief Financial Officer and coordinates the
daily operations of the Financial Services office. The position maintains organized processes
and records for contracts, institutional risk management, and insurance; tracks deadlines and
follow-up; and helps campus colleagues obtain timely guidance from the appropriate decision
makers. The role supports the College's educational mission through careful administration,
responsive service, and sound stewardship of information and resources.
Characteristic Duties and Responsibilities
Executive Assistant
* Serve as the primary point of contact for the VP and at times as their proxy, demonstrating a high level of professionalism.
* Manage projects and workload independently, demonstrates a high level of competence and excellent written and verbal communication skills.
* Serves as key contact for inquiries from faculty, staff, students, board of trustees, and others relating to the Vice President for Finance, Operations & Strategy and their areas of responsibility.
* Prepares and responds to correspondence as appropriate; drafts letters and memoranda with the VP.
* Creates, produces, and distributes reports, documents, and presentations with VP.
* Assists VP with drafting agendas and supporting documents for three Board of Trustees committees: Finance, Audit & Risk Management, and Physical Asset Management.
* Responsible for the preparation of Board of Trustee committee meeting minutes for assigned committees to accurately reflect the actions and intentions of the committee(s) and ensure all-important issues are executed.
* Creates and maintains records and files for VP's office and trustee committees.
* Creates and maintains records and files relating to bond issues and powerhouse tax credits. Assists with the preparing compliance documents and ensuring timely submission to various creditors.
* Manages VP's calendar, coordinates schedules, makes appointments, arranges meetings and events, prepares agendas, reserves and prepares facilities.
Purchasing Specialist:
* Develop understanding of and the ability to independently apply the college's purchasing procedures and policies for ongoing operations and projects.
* Act as the initial contact for the college community regarding the electronic processing of purchase requisitions and purchase orders.
* Work with the Finance team to determine appropriate course of action and procurement methodology, including but not limited to competitive bids, sole source acquisitions, request for bid proposals, or direct negotiations.
* Conduct research for new sources of supply; locate and contact vendors and suppliers.
* Perform market analysis and customer needs assessment studies to identify new contracting possibilities.
* Review purchase requisitions, verifying that the appropriate documentation and approvals have been submitted.
* Administer purchase orders to include obtaining vendor quotes, purchase order generation, distribution, and the reconciliation of outstanding purchase orders.
* Maintain accuracy of the purchasing module and update as necessary, including processing new and updating current vendors.
* Develop, administer, and communicate to the campus community on procurement systems policies and procedures.
* Work with Accounts Payable to ensure accurate documentation on purchase orders for
Job Description
Occupational Summary
The Executive Assistant and Financial Services Specialist provides executive support to Beloit
College's Vice President for Finance, Treasurer and Chief Financial Officer and coordinates the
daily operations of the Financial Services office. The position maintains organized processes
and records for contracts, institutional risk management, and insurance; tracks deadlines and
follow-up; and helps campus colleagues obtain timely guidance from the appropriate decision
makers. The role supports the College's educational mission through careful administration,
responsive service, and sound stewardship of information and resources.
Characteristic Duties and Responsibilities
Executive Assistant
* Serve as the primary point of contact for the VP and at times as their proxy, demonstrating a high level of professionalism.
* Manage projects and workload independently, demonstrates a high level of competence and excellent written and verbal communication skills.
* Serves as key contact for inquiries from faculty, staff, students, board of trustees, and others relating to the Vice President for Finance, Operations & Strategy and their areas of responsibility.
* Prepares and responds to correspondence as appropriate; drafts letters and memoranda with the VP.
* Creates, produces, and distributes reports, documents, and presentations with VP.
* Assists VP with drafting agendas and supporting documents for three Board of Trustees committees: Finance, Audit & Risk Management, and Physical Asset Management.
* Responsible for the preparation of Board of Trustee committee meeting minutes for assigned committees to accurately reflect the actions and intentions of the committee(s) and ensure all-important issues are executed.
* Creates and maintains records and files for VP's office and trustee committees.
* Creates and maintains records and files relating to bond issues and powerhouse tax credits. Assists with the preparing compliance documents and ensuring timely submission to various creditors.
* Manages VP's calendar, coordinates schedules, makes appointments, arranges meetings and events, prepares agendas, reserves and prepares facilities.
Purchasing Specialist:
* Develop understanding of and the ability to independently apply the college's purchasing procedures and policies for ongoing operations and projects.
* Act as the initial contact for the college community regarding the electronic processing of purchase requisitions and purchase orders.
* Work with the Finance team to determine appropriate course of action and procurement methodology, including but not limited to competitive bids, sole source acquisitions, request for bid proposals, or direct negotiations.
* Conduct research for new sources of supply; locate and contact vendors and suppliers.
* Perform market analysis and customer needs assessment studies to identify new contracting possibilities.
* Review purchase requisitions, verifying that the appropriate documentation and approvals have been submitted.
* Administer purchase orders to include obtaining vendor quotes, purchase order generation, distribution, and the reconciliation of outstanding purchase orders.
* Maintain accuracy of the purchasing module and update as necessary, including processing new and updating current vendors.
* Develop, administer, and communicate to the campus community on procurement systems policies and procedures.
* Work with Accounts Payable to ensure accurate documentation on purchase orders for
Executive Assistant and Finance Operations Specialist in beloit at Unknown Company
- Typical pay
- $44,860–$71,112
For context, most administrative assistants earn between $44,860–$71,112 a year according to Bureau of Labor Statistics wage data. What this particular role pays is set by the employer — check the description above.
This position is listed as contract and onsite.