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Administrative Coordinator and Assistant to the CFO
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POSITION TITLE: Administrative Coordinator and Assistant to the CFO
DIVISION: Administration
DEPARTMENT: Administration
REPORTS TO: Chief Financial Officer / Executive Vice President for Administration
PAY TYPE: Exempt
WORKER TYPE: Full-Time
UPDATED: December 2025
PAY: $55,000
This position performs administrative duties and project coordination in support of the Chief Financial Officer / Executive Vice President for Administration (“CFO”). This position requires a keen attention to detail and the ability to effectively manage multiple complex processes at once. The successful employee will develop strong working relationships with internal and external constituents and provide excellent customer service to a broad range of individuals to ensure timely and efficient completion of projects.
Essential Functional Responsibilities:
Administrative:
- Maintain efficient daily operations of the office and manage the CFO’s calendar: schedule meetings and appointments for the CFO, handle correspondence and telephone communication, processing mail, and other necessary duties
- Assist in the preparation of materials and logistics for multiple meetings
- Attend meetings as requested by CFO to become familiar with project scopes, schedules, and responsibilities
- Maintain various financial records and reports
- Maintain current contract files and answer general questions that arise pertaining to the contracts on file
- Assist in monitoring project details to ensure communication and coordination with correct constituents
- Assist in developing progress reports for CFO to present to Cabinet, the Board of Trustees (“BOT”), and others as requested
- Assist in coordinating all necessary movement of physical and human assets in a timely and efficient manner
- Responsible for maintaining and ordering supplies for the CFO
- Coordinate, attend, and take notes at various meetings, including committee meetings for the BOT
- In partnership with the Human Resources team, schedule interviews across the organization and handle all follow-up communication with candidates and hiring managers. Prepare and distribute all interview packets, scoring rubrics, and necessary documents for the selection process
General
- Maintain strict confidentiality on all information in the departments and divisions as appropriate
- As first point of contact to and as a representative of Administration for the college, greet, direct and coordinate requests for services according to business, service, or delivery
- Serve as single point of contact for certain projects and serve as a general resource for all projects
- Maintain a pleasant, courteous, welcoming, and service-oriented attitude toward all patrons
- Make appointments, receive visitors, answer, screen and take detailed messages
- Obtain all required supporting documentation and authorizing signatures to validate actions of the CFO when required, maintain various files and records according to current policies
- Provide any known and necessary information to the CFO that may impact any/all decisions
- Interact and maintain relationships with internal and external contacts including, but not limited to, Cabinet Members, Budget Managers, BOT, Donors, Bank Executives, Attorneys, and all other vendors
- Other duties as assigned.
Supervises the following:
- N/A
Knowledge, Skills, and Qualifications:
- Strong attention to detail, accuracy, and thoroughness
- Advanced knowledge and experience with current computer equipment and programs being used by the division. Including, but not limited to:
- Microsoft Office Suite products (including Word, Excel, and PowerPoint)
- Advanced Excel knowledge preferred including charts and budget spreadsheets
- Experience with Google (Gmail, calendar, Google docs, etc.)
- Strong organizational skills with ability to learn quickly
- Ability to speak, write and communicate clearly to accurately convey information in person or by phone
- Ability to manage multiple priorities with concurrent deadlines and to plan and prioritize work activities and use time efficiently, including responding to emails and requests in a timely manner
- Ability to work in a busy office environment and shift priorities as required
- Must be flexible to the work schedule to meet occasional demands of peak workloads
- Must assume appropriate level of responsibility, take initiative, and maintain a professional appearance
- Ability to self-motivate, function autonomously with minimum supervision, to begin projects independently, to maintain calm during stressful situations, and to exercise sound judgment in non-routine situations
- Ability to resolve conflicts in a constructive manner
- Interface and maintain liaison with project management, stakeholders, contractors, and other relevant constituents on project administrative activities
- Familiarity with contract management, financial reports and systems
- General understanding and experience with accounting
- Familiarity with the fundamentals of project management
Required Experience/Education:
- Associate degree in Business, Accounting, Human Resources or related field or equivalent combination of education and experience.
- Minimum of five years office administration experience in support of an executive level administrative operation in a highly detailed environment
Preferred Experience/Education:
- Administrative support experience in the Higher Education or nonprofit environment
Statement
Kansas City Art Institute is fully committed to Equal Employment Opportunity and to attracting, retaining, developing, and promoting the most qualified employees without regard to their race, gender, gender identity, color, religion, sex, sexual orientation, national origin, age, physical or mental disability, genetic information, citizenship status, veteran status, or any other characteristic prohibited by federal, state or local law. KCAI provides reasonable accommodation for qualified individuals with disabilities and disabled veterans in the job application process. If you have any difficulty using our online system and you need accommodation due to a disability, you may contact the Human Resources Department about your interest in employment. Any questions or concerns can be directed to Kansas City Art Institute’s Human Resource Administrator .
EOE/AA: Minorities/Females/Disabled/Vets
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