Manager, Finance & Administration AS9881

JOB
The Manager, Finance & Administration supports Stetson University by serving as the primary point of contact for both internal and external stakeholders on all matters related to the Office of the Vice President for Finance (VPF)/Chief Financial Officer (CFO). Serving as a member of the Finance and Administration Leadership Team, this role supports the direction and vision of the VPF/CFO. In alignment with Stetson’s Strategic Priorities, the Manager, Finance & Administration will help lead the University on its path to financial sustainability through providing leadership initiatives and enhanced operational excellence.The Manager, Finance & Administration plays a critical role in advancing Stetson University’s mission by helping ensure the effective, ethical, and responsible stewardship of the University’s financial and administrative resources. Through high-level administrative coordination, the position enables the CFO along with the Finance & Administration division to operate efficiently, transparently, and in alignment with institutional priorities.Essential Job Functions and Responsibilities: Employment duties include, but are not limited to: Executive & Administrative SupportManage the VPF/CFO’s calendar and meeting logisticsDraft and format routine correspondence on behalf of the VPF/CFOSchedule and prepare leadership team meeting agendas and materialsSchedule and coordinate all aspects of leadership team retreatsCommunicate with Division leadership as directed by the VPF/CFOMaintain operational continuity within the VPF/CFO’s officeObtain VPF/CFO’s signature as neededCoordinate communications between Finance & Administration and campus officesEnsure confidential and sensitive records are handled appropriatelySpecial Projects as directed by the VPF/CFOBoard & Committee CoordinationCoordinate logistics and materials for Board of Trustees and committee meetings involving the VPF/CFORoutinely communicate with Board Committee chairsCollect, format, and distribute reports and presentations according to Board timelinesUpload board materials to board management platform (OnBoard)Maintain official records of meeting materials and approved actionsServe as the administrative point of contact for Board-related scheduling and submissionsDivision SupportAssist with documentation related to audits Process routine financial approvals and documentation as directed, i.e., invoice processingSupport onboarding and offboarding logistics for Finance & Administration staffProvide administrative coverage and coordination as neededAssist with maintaining financial and administrative policies and proceduresProvide administrative support for Administrative Council meetingsContract & Document ProcessingRoute contracts and agreements for review and signature per established workflowsTrack contract status and maintain executed agreements in designated repositoriesEnsure required forms and supporting documentation are completeRequired Knowledge, Skills, and Abilities: The knowledge, skills, and abilities for this role include: Knowledge of general administrative and office management practicesKnowledge of basic financial and budget terminology and processesKnowledge of board and committee support procedures, including meeting preparation and records managementKnowledge of document management and records retention practicesKnowledge of confidentiality requirements and professional standards for handling sensitive informationWorking knowledge of Microsoft 365 (Word, Excel, PowerPoint, Outlook, Teams, Outlook Calendar SharePoint, OneDrive), Adobe, Zoom, OnBoard, Dynamic Forms, Banner, and BDMExceptional written and verbal communication skills appropriate for executive level interaction Strong organizational and time-management skills with the ability to manage multiple priorities and deadlinesAttention to detail in preparing, formatting, and reviewing documents and correspondenceAbility to coordinate meetings, materials, and logistics efficientlySkill in maintaining accurate records and tracking action itemsProficiency in office productivity tools and the ability to learn institution-specific systemsInterpersonal skills necessary to work professionally with faculty, staff, administrators, and external stakeholdersAbility to maintain confidentiality and exercise discretion in all mattersAbility to prioritize work and adjust to changing demandsAbility to follow established policies, procedures, and workflowsAbility to work independently and proactively within defined guidelinesAbility to identify issues requiring escalation and route them appropriatelyAbility to communicate clearly and professionally in person, by phone, and in writingAbility to support executive decision-making by providing timely and accurate informationRequired Qualifications: This position requires: Associate’s degree or equivalent combination of education, training, and relevant experience3–5 years of progressively responsible administrative or executive support experienceDemonstrated experience supporting senior leadership (executive, vice president, dean, or equivalent) in a complex organizationExperience coordinating meetings, calendars, documents, and communicationsExperience handling confidential and sensitive information with discretionIdeal Candidate Qualifications: The ideal candidate for the Manager, Finance & Administration at Stetson University is a highly organized and dependable professional with experience providing executive-level administrative support in a complex organization. The successful candidate demonstrates strong communication skills, sound judgment, and the ability to manage multiple priorities while maintaining confidentiality and attention to detail. They are comfortable coordinating meetings, preparing documents, supporting governance and administrative processes, and working collaboratively with a wide range of campus and external stakeholders. A commitment to professionalism, discretion, and service excellence is essential.Bachelor’s degree in business administration, or equivalent Experience in higher education, nonprofit, or similarly regulated environmentsExperience supporting finance, administration, or operations functionsExperience assisting with Board or committee meeting preparationFamiliarity with office systems and enterprise platforms (e.g., Microsoft 365 or similar)Work Environment: Hybrid work location available, at the discretion of the supervisor. Flexibility to work outside of regular office hours, and some travel may be required.Pay Grade: 8Work authorization sponsorship may be available for this position. However, sponsorship is contingent upon the non-applicability of the visa petition fees outlined in the relevant Executive Order signed September 19, 2025. Due to the recent federally-mandated increased financial expense, the university is not in a position to absorb this significantly increased cost of sponsorship for new H-1B petitions at this time. International candidates are encouraged to apply, but should be aware that eligibility for sponsorship will be evaluated in accordance with current U.S. immigration regulations and institutional policies.