Executive Assistant To Vp Finance/Admin And Insurance Coordinator

POSITION CODE: 6980

DEPARTMENT/ADMINISTRATION: Finance and Administration

APPOINTMENT: Administrative, Full-time, Twelve (12) Months 

SALARY RANGE: $66,650 - $80,000 Annually, Pro-rated

HIRING RANGE: Anticipated hiring range is near or at the minimum of the classification,

commensurate with candidate's education, experience, skills, and training.

INTRODUCTORY PERIOD: 1 Year

BENEFITS OVERVIEW: BROCHURE 

AVAILABLE: Immediately

POSTING DATE: December 14, 2023

APPLICATION DEADLINE: Open until filled, first review of applicants by January 12. Apply Immediately 

Definition of Classification:

The Executive Assistant position provides high-level administrative support and involves managing sensitive information for the VP. This position functions as the key administrative support in the management, coordination, and implementation of the operations of the Office of Finance & Administration. Responsible for supporting and coordinating University wide insurance policies.

Reporting to the Vice President of Finance and Administration (VP), this position functions as the confidential Executive Assistant to the VP and ensures that all administrative support functions of the office operate at optimal efficiency. Manages office operations, facilitate University-wide administrative processes, and ensure timely and effective communication, project coordination, and scheduling. This position performs administrative functions that require a thorough knowledge of university policies, procedures, and operations and an understanding of the University's role within the community. Responsible for interacting on behalf of the VP with all elements of the University and to foster productive relationships among key constituencies.

Duties and Responsibilities:

The duties and responsibilities include, but are not limited to, the following:

• Processes insurance applications, claims, verifying coverage, communicating with insurance providers, ensure accurate documentation, and maintain accurate records.
• Coordinates with insurance providers, claimants, and senior leadership on claims and policies.
• Gathers information from various sources and prepare confidential reports for senior leadership.
• Assists the VP in oversight functions by reviewing forms and reviewing correspondence and documents prepared by other offices for the VP’s signature.
• Performs administrative support tasks including drafting letters, memos, invoices, reports, and other documents.
• Responsible for financial tasks such as budget tracking and engaging with the Business Office to prepare the VP's Office budget.
• Arranges travel accommodations for the VP and leadership staff and reconciles expenses.
• Receives incoming communication or memos on behalf of VP and/or leadership staff, reviews contents, determines importance, and summarizes and/or distributes contents to appropriate staff.
• Administrative requests from the VP due to active membership in professional organizations and community boards and participation in community activities.
• Interface closely with the Leadership Team and other direct reports of the VP to ensure the VP's task list is continuously addressed, acted upon, and updated.
• Lead and manage special projects and events requiring cross-functional engagement with key staff and faculty across the enterprise, and with external stakeholders, as appropriate including Board of Trustees. Serve as point of contact for projects that touch students, faculty, and staff.
• Other responsibilities include reviewing and distributing correspondence; preparing statistical spreadsheets and presentations.
• Manage and review multiple calendars for meeting coordination. Plan and schedule meetings and events, as necessary.
• Performs office tasks including maintaining records, ordering supplies, and performing basic bookkeeping.
• May recruit, interview, hire, and train staff in the department.
• Supervises, plans, directs, and assigns work of assigned staff; makes hiring and disciplinary decisions; provides feedback on performance and approve timesheets.
• Performs additional duties and special projects as assigned.

Qualification Guidelines

Any combination equivalent to, but not limited to, the following:

Experience/Training/Education:

Required

• Bachelor's degree from an accredited institution.
• Three (3) years of related professional experience.
• A valid California Class C CA drivers’ license with a good driving record is required. Note: Out-of-state licenses are valid until appointment. A valid California Class “C” driver’s license must be obtained within ten (10) days of appointment (in accordance with CA Vehicle Code 12505c).

Alternatively, the following will also be considered:

• Associate degree from an accredited institution and five (5) years of related professional experience.
• High school diploma with seven (7) years of related professional experience.

Preferred

• Certification(s), training, or equivalent experience with enterprise resource planning (ERP) software systems.
• Proficiency using MS PowerPoint, Word, Excel, and Teams.
• Experience preparing written documents and correspondence.
• Experience using technology and working in an interactive team-oriented environment.

Knowledge and Skills:

• Knowledge and understanding of insurance policies and procedures.
• Strong communication skills are essential, verbal and written.
• Exceptional organizational skills, attention to detail, and the ability to prioritize tasks in a confidential environment.
• Adaptability to technological advancements.
• Excellent time management skills with a proven ability to meet deadlines.
• Ability to function well in a high-paced and at times stressful environment.
• Extensive knowledge of office administration, clerical procedures, and recordkeeping systems.
• Proficient typing skills.
• Extremely proficient with Microsoft Office Suite or similar software with the ability to learn new or updated software.
• Ability to foster strong, positive relationships and align both internal and external resources to achieve university objectives.
• Ability to exercise discretion and work with confidentiality.
• Must be able to competently interact with a culturally and ethnically diverse population of students, faculty, and staff. 

Physical Requirements/Working Conditions:

Working Conditions:

Standard office setting. Duties performed are primarily in an office environment while sitting at a desk or computer workstation or in meetings. At least minimal environmental controls to assure health and comfort.

Physical Demands:

Incumbents regularly sit for long periods; walk short distances on a regular basis; may travel to various locations to attend meetings and conduct work; use hands and fingers to operate an electronic keyboard or other office machines; reach with hands and arms; stoop or kneel or crouch to file; speak clearly and distinctly to answer telephones and to provide information; see to read fine print and operate computer; hear and understand voices over telephone and in person; and lift, carry and/or move objects weighing up to 20 pounds.

TO APPLY: A resume/CV and cover letter are required. In compliance with The Americans with Disabilities Act, if selected for the interview process and accommodations are needed, please call (909) 748-8040. If you are unable to complete an application due to a disability, contact us at (909) 748-8040 to ask for an accommodation or an alternative application process.

HIRING RANGE: Anticipated hiring range is near or at the minimum of the classification, commensurate with candidate's education, experience, skills, and training. The University of Redlands is required to provide a reasonable estimate of the compensation range for this role. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The full salary range for this position is defined as the Full Pay Range. The budgeted salary or hourly range that the University reasonably expects to pay for this position defined as the Hiring Range. Placement within the Hiring Range is determined by internal equity, and relevant qualifications. 

BACKGROUND CHECK: Satisfactory completion of a background check (including a criminal records check) is required for employment. The University will make a conditional offer of employment, which may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. Failure to satisfactorily complete the background check may affect the continued employment of a current employee who was conditionally offered the position.
DRIVER'S LICENSE CHECK: Possession of a valid Driver's License is required for certain positions. Employees in positions that require a valid Driver’s License will be enrolled in the Department of Motor Vehicles (DMV) Government Employer Pull Notice Program which confirms possession of a valid driver's license and reflects driving record.
PHYSICAL AND PSYCHOLOGICAL EXAMS: For certain positions typically in Public Safety, Facilities, Athletics and Information Technology Services departments, employment is contingent upon a candidate passing a pre-employment physical exam with the ability to lift in excess of 50 lbs.  Public Safety Officers, in addition to a pre-employment physical exam, will also be required to pass a psychological evaluation. 

INFORMATION REGARDING COVID-19: New employees are required to submit proof of having received the full course dose of an approved COVID-19 vaccine or submit an exemption request for medical or religious reasons within sixty (60) days from your date of hire. 

FOR MORE INFORMATION VISIT 

http://www.redlands.edu/human-resources/employment/ 

SUBMISSION OF A RESUME OR APPLICATION INDICATES AGREEMENT THAT THE UNIVERSITY MAY VERIFY ANY AND ALL INFORMATION CONTAINED THEREIN. 

MEMBERS OF UNDERREPRESENTED GROUPS ARE ENCOURAGED TO APPLY. 

AN EQUAL OPPORTUNITY EMPLOYER.