Executive Assistant to Vice President, Business and Finance/CFO

NY HELPS No

55-b/c Eligible No

Agency SUNY Old Westbury

Title Executive Assistant to Vice President, Business and Finance/CFO

Occupational Category Financial, Accounting, Auditing

Salary Grade 05

Bargaining Unit M/C - Managerial/Confidential (Unrepresented)

Salary Range From $80000 to $90000 Annually

Employment Type Full-Time

Appointment Type Permanent

Internship No

Jurisdictional Class Unclassified Service

Travel Percentage 0%

Workweek Mon-Fri

Hours Per Week 37.5

Workday

From 8:30 AM

To 5 PM

Flextime allowed? No

Mandatory overtime? No

Compressed workweek allowed? No

Telecommuting allowed? No

County Nassau

Street Address 223 Store Hill Road

PO Box 210

City Old Westbury

State NY

Zip Code 11568

Duties Description Position Title: Executive Assistant to the Vice President, Business & Finance / CFOLocation: On-siteReports To: Vice President, Business & Finance / Chief Financial OfficerPOSITION SUMMARYThe Executive Assistant provides high-level administrative and operational support to the Vice President, Business & Finance / CFO, serving as the primary point of coordination for the division. The incumbent manages the CFO's calendar and correspondence, produces accurate and well-formatted documents and reports, tracks projects and deadlines, and acts as a liaison among executive staff, senior administrators, and institutional administration. This position is distinguished from other administrative roles in the division by its direct, confidential support of the CFO and its responsibility for division-wide coordination.SUPERVISORY RESPONSIBILITIESThis position has no direct reports. The incumbent reports directly to the Vice President, Business & Finance / CFO.DUTIES AND RESPONSIBILITIESPrincipal duties are:Manage the CFO's calendar by scheduling, prioritizing, and resolving conflicts among meetings to ensure effective use of executive time.Present contracts and documents for signature by reviewing content and providing brief summaries so the CFO can act efficiently and accurately.Track division projects and deadlines by maintaining status logs and following up with responsible staff to ensure timely completion.Compile and transmit the Monthly Report to senior leadership by gathering divisional updates and formatting them into a clear, accurate summary.Screen and direct incoming calls and inquiries by serving as the first point of contact for the office and routing issues appropriately.Liaise among executive staff, senior administrators, and institutional administration by relaying information accurately and maintaining professional working relationships.Serve as a point of contact for staff, students, and families by addressing routine inquiries and directing complex issues to the appropriate office.Coordinate distribution of divisional communications and monthly newsletter by preparing and disseminating messages to the community in a timely manner.Organize and moderate divisional staff meetings by preparing agendas, recording minutes, and distributing follow-up action items.Produce professional documents, tables, and reports by applying strong word processing and spreadsheet skills to ensure accuracy and clear formatting.Maintain the divisional organization chart, staff lists, and files by updating records as personnel and structure changes occur.Support divisional web page updates by preparing and publishing approved content.Reconcile monthly timesheets and respond to payroll inquiries by verifying records against attendance and coverage schedules.Maintain the divisional time-off calendar by tracking staff attendance and advising on appropriate coverage.Plan and secure travel arrangements by booking itineraries and processing and submitting travel vouchers and expense reports.Provide certificates of insurance for off-site division events by coordinating with the appropriate insurance contacts.Assist with hiring for division roles by serving on search committees, interviewing candidates, checking references, and preparing offer and welcome letters.Support new staff onboarding within the division by maintaining and applying a master onboarding checklist.Provide notary services to the university community as licensed and requested.Perform other general administrative duties as needed to support the effective operation of the office.

Minimum Qualifications Education:Associate's degree required; Bachelor's degree preferred. Equivalent combination of education and experience will be considered.Experience:Minimum of 5 years of experience as an Executive Assistant or in a comparable administrative role; experience supporting a finance office or in a higher-education/institutional setting preferred.KNOWLEDGE, SKILLS, AND ABILITIES (KSAs)KnowledgeAdministrative practices and office management proceduresBudget, timesheet, and payroll processes at a working levelInstitutional policies and procedures governing the divisionSkillAdvanced proficiency in word processing, presentations and spreadsheet software (e.g., Microsoft Word/Excel/PowerPoint or Google Docs/Sheets/Slides), including clean document and table formattingRapid learning and adoption of new technology and office systemsAccurate and efficient data entry and recordkeepingAbilityEstablish and maintain effective working relationships with executive staff, colleagues, and the university communityWrite routine reports, memos, and correspondence using proper grammar, spelling, and punctuationSet priorities and manage multiple duties and responsibilities simultaneously under deadline pressureExercise discretion and sound judgment in handling confidential financial and personnel informationAdapt to changes in work procedures, policies, and the work environmentObtain and maintain a notary license

Additional Comments Salary Range: $80,000 - $90,000, based on experienceComprehensive benefits: Benefits-At-A-Glance - MC UnclassifiedPosition Type: ProfessionalLine Number: 04173Official Budget Title: Executive Assistant to Vice President, Business and Finance/CFOCampus Title: Assistant to the Vice President & Chief Financial OfficerDepartment: Business & Finance FTE: Full- TimeNegotiating Unit: Management Confidential Salary Grade: MP-5FLSA Status: Non- Exempt

Some positions may require additional credentials or a background check to verify your identity.

Name Tanesha Campbell

Telephone

Fax

Email Address [email protected]

Address

Street Must apply online at www.oldwestbury.edu - Jobs & Careers

PO Box 210

City Old Westbury

State NY

Zip Code 11568

Notes on Applying Click on the link below to review the job description, and check specific requirements:https://oldwestbury.interviewexchange.com/jobofferdetails.jsp?JOBID=205719Click the "Apply Now".Fill out the requested information and upload your documents.1. cover letter,2. resume,3. contact information (name, email address and telephone number) for three (3) references, and4. a fully completed Old Westbury employment application (available during the online application process).Only applications submitted online will be considered.CLOSING DATE FOR RECEIPT OF APPLICATIONS: November 3rd, 2026VISA sponsorship is not available for this position.We encourage protected veterans, individuals with disabilities, women and minorities to apply.Employment in this position will be contingent on the College's verification of credentials and any other information required by federal or state law, and SUNY Old Westbury polices, including the completion of a criminal background check.