Assistant to the VP for Administration & Finance and the Bu

Position Summary

We are seeking a highly organized, detail-oriented, and collaborative
professional to provide critical support to the Business Office and Senior Vice President for Administration and Finance. In this role, you
will serve as a key ambassador for the division, delivering outstanding customer service to the Hamilton College community. The ideal
candidate handles sensitive information with strict confidentiality and thrives in a courteous, team-oriented
environment.

Responsibilities

Administrative and Business Office Support

• Serve as the primary point of
  contact for the Office of the Senior Vice President for Administration and Finance and the Business Office, providing reception coverage and
  responsive, professional customer service through phone, email, mail, web, and in-person interactions while supporting the administrative
  needs of office staff, campus constituents, and visitors.
• Manage the calendars of the Senior Vice President for Administration and
  Finance and the Associate Vice President for Finance, including scheduling meetings, coordinating travel, arranging logistics, and
  anticipating scheduling needs.
• Coordinate meetings for leadership, Board of Trustee committees, and campus committees, including
  scheduling, arranging logistics, and coordinating, reviewing, and distributing agendas, correspondence, reports, meeting materials, notes,
  and follow-up documentation. Manage confidential and sensitive information with discretion and professionalism.
• Assist with the
  preparation of presentations, including formatting, editing, proofreading, and technical support.
• Draft basic correspondences,
  gather and compile information, prepare reports and spreadsheets, and perform basic data analysis.
• Monitor and organize support for
  longer-term projects by maintaining project materials, tracking timelines, following up on assignments, and assisting with project
  coordination.
• Support Business Office operations by coordinating documentation, assisting staff with administrative processes and
  special projects, and providing general operational support as needed.
• Maintain Business Office files and records in accordance with
  the College’s records retention schedule, including organizing, archiving, transferring, and securely disposing of records.
• Maintain
  Business Office webpages and assist with office communications.
• Order and maintain office supplies and coordinate service requests
  for office equipment, including printers and copiers.
• Distribute Business Office mail and provide backup support for mail
  distribution, including sorting and distributing mail received on campus for Investment Office staff.
• Perform other duties and
  special projects as assigned.

Financial and Operational Support

• Monitor the Accounts Payable invoice mailbox, submit
  invoices through Workday, respond to payment status inquiries, assist with credit card activations, and provide other Accounts Payable
  support.
• Run financial system processes to upload gifts and departmental charges to the College’s general ledger, communicate
  processing errors, and coordinate corrections with departments.
• Assist with deposits, ad hoc bank entries, other bank transaction
  recording, and reconciliation activities within Workday.
• Maintain endowment files and upload agreements and supporting documentation
  into Fundriver.
• Prepare annual audit confirmations and provide supporting documentation for external audits as
  assigned.
• Maintain tax return files and coordinate mailing of federal and state tax returns, including certified and return receipt
  mailings, as prepared by external tax advisors.
• Assist with other financial, accounting, and administrative projects as
  needed.

Education & Experience

• High School Diploma required. Postsecondary education preferred, including a technical
  certificate, associate degree, bachelor’s degree.
• Two to three years of previous experience in a similar administrative capacity,
  preferably within an accounting, finance, legal, higher education, or nonprofit environment.
• Familiarity with accounting and legal
  terminology, financial processes, and administrative systems preferred.
• Experience supporting senior-level administrators or
  executive offices preferred.
• Equivalent combination of education and experience will be considered.

Knowledge, Skills,
Abilities

• Demonstrated professionalism and the ability to exercise sound judgment, resourcefulness, collegiality, diplomacy,
  discretion, and maintain confidentiality.
• Excellent organizational skills with the ability to manage multiple priorities, maintain
  accuracy, and meet deadlines.
• Strong customer service orientation and commitment to providing responsive support.
• Effective
  oral and written communication skills with the ability to interact successfully with a wide range of campus constituencies.
• Ability
  to work independently while also contributing effectively as part of a collaborative team.
• Proficiency with desktop software and
  spreadsheet applications, with the ability to learn customized software and enterprise systems.

Compensation
Range:

$22.00 – $24.00 per hour

EEO Policy:

Hamilton College is an equal opportunity employer
and is committed to creating an accessible, supportive environment and an educational experience that recognizes a wide array of
experiences, backgrounds and viewpoints as integral components of academic excellence. Candidates who can contribute to those goals are
encouraged to apply and identify their strengths in these areas.

Benefits:

For Benefits Information, please
navigate to the following link:

Employment – Work at Hamilton – Hamilton College

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