Part-Time Academic Affairs Financial Administrative Assistant

Description

Position Summary
In the Office of the Provost, the Part-Time Academic Affairs Administrative Assistant-Finances assists as the financial steward of Academic Affairs at Mineral Area College. This role provides strategic oversight and management of the Provost’s multimillion-dollar budget.
The assistant is responsible for the precise execution of fiscal matters - including purchasing, reconciliation, and analysis on past, present, and future budgets, all while ensuring expenditures align with institutional priorities and state and federal compliance. By managing complex procurement processes and monitoring discretionary funds, the assistant acts as a vital safeguard for the college's academic resources, ensuring that every dollar spent directly supports the institution's mission.
Key Performance Indicators

• Provide financial administrative support to Academic Affairs and the Office of the Provost.
• Assist with Academic Affairs purchases and budget procedures accurately and promptly.
• Reconcile Academic Affairs budget codes.

• Aid all areas of Academic Affairs with budgeting and purchases.
  • Submit requisitions, purchase orders, and approve based upon budget guidelines for all areas of Academic Affairs. Process invoices and submit for approval for payment.
  • Process Visa requests and submit for Provost approval. Compile requests, invoices, and receipts for weekly submission. Code individual purchases in the UMB system for approval for all cards associated with the Office of the Provost.
  • Purchase and approve items for the Amazon Business Account
  • Process invoices and submit for final payment.
  • Track and reconcile all account codes under Academic Affairs.
  • Write petty cash checks when needed. Reconcile monthly and submit report and reimbursements to the Business Office.
  • Reconcile and close books for the end of the year for the Office of the Provost, submitting budget adjustments and journal entries to the Business Office.
  • Collaborate with the Business Office: Accounts Payable, Accounts Receivable, and the Controller to ensure purchasing processes.
  • Review bid sheets and submit to the President’s office monthly.
  • Collect and deposit fundraising funds throughout Academic Affairs.
• Provide additional support to Academic Affairs:
  • Cross-train with the Academic Affairs Senior Executive Administrative Assistant and fill in when needed.
  • Assist the Academic Affairs Senior Executive Administrative Assistant with the planning and execution of the Commencement Ceremony as needed.
  • Perform other duties and projects as directed by the Provost and Vice President of Academic Affairs.

• Ability to function independently and creatively with minimal supervision.
• Ability to handle contacts with the general public graciously.
• Ability to handle confidential information with discretion.
• Ability to adapt readily to a variety of tasks and situations.
• Ability to understand the dynamics of a large organization.
• Ability to establish and maintain effective working relationships with all employees.

• Devise or modify methods or processes to solve specific problems.
• Ability to communicate effectively with a variety of people, including the general public.
• Ability to organize and express instructions in logical sequence to describe how something works or explain how to perform a task.

• Excellent computer skills, including proficiency with Microsoft Office, specifically Excel, and Adobe.
• Interpret a variety of instructions furnished in written, oral, diagrammatic, or schedule form. Review periodicals, current events, and news affecting people and apprise the Provost of those pertinent to the Office of the Provost.
• Ability to write business letters, summaries, and reports, using prescribed format and conforming to all rules of punctuation, grammar, diction, and style.

Mineral Area College is an Equal Opportunity Employer and does not discriminate on the basis of race, color, national origin, gender identity, disability, age, religion, creed, sexual orientation, socioeconomic status, genetic and family medical history as defined by GINA, or marital or parental status, in admission/access to, or treatment/employment in its programs and activities.