Admin Assistant- Business Office

Essential Duties & Responsibilities

Position Summary

The Administrative Assistant provides essential administrative and operational support to the Business Office. Key responsibilities include managing purchasing and contract intake workflows, maintaining centralized logs and document repositories, generating institutional invoices, supporting Finance & Audit Committee of the Board of Trustees, and providing administrative support to the Chief Financial Officer. The position also oversees Business Office communications and scheduling, ensuring efficient coordination across departments and consistent adherence to documentation standards.

Procurement & Contract Intake

• Receive, log, and route all purchasing requests and contracts in accordance with established workflows.
• Maintain centralized tracking logs and organized document repositories to ensure complete and auditable procurement records.

Institutional Invoicing & Office Operations

• Prepare and issue institutional invoices for areas such as facilities, property management, and campus events.
• Provide administrative support for the Chief Financial Officer and supports the operations of the Finance & Audit Committee of the Board of Trustees, including meeting preparation, document coordination, calendar management, and communication support.
• Manage Business Office scheduling and departmental communications to facilitate smooth operations.

Banking

• Post all deposits in general ledger

Collaboration & Communication

• Coordinate closely with the Senior Director of Financial Operations, Accounts Payable Specialist, and campus departments to ensure timely routing and complete documentation for all transactions.
• Serve as a professional point of contact for inquiries related to Business Office procedures and timelines.

Required Qualifications

• Strong organizational skills, attention to detail, and effective written and verbal communication abilities.
• Experience with document management systems and proficiency in Microsoft Office and/or ERP platforms.

Preferred Qualifications

• Associate’s or Bachelor’s degree preferred.