Position Description

The Executive Assistant and Office Manager is an administrator and advocate for the successful operations at Palo Alto University. The position will assist the CFO in developing and optimizing operational systems that align with the strategic goals of the University. The position will systematize and execute processes for continuous improvement and ensure consistency and continuity of operational efforts across the Division of Finance and Operations departments. Additionally, the successful candidate will demonstrate the ability to problem solve and think critically, and also be able to adjust to a rapidly changing environment.

The position will support the CFO/Vice President of Finance and Operations (CFO) in all divisional management initiatives and activities as described in this document, and as assigned by CFO. This position works closely with the CFO, Finance, People Operations, IT, Facilities and IRB with initiatives for the benefit of the university.

Job Title: Executive Assistant and Office Manager

Department: Division of Finance and Operations

Reports To: CFO/Vice-President, Finance & Operations

Location: Residential

Date: Employment Status: Full-Time Exempt Staff

Summary

The position will support the CFO/Vice President of Finance and Operations (CFO) in all divisional management initiatives and activities as described in this document, and as assigned by CFO. This position works closely with the CFO, Finance, People Operations, IT, Facilities, and IRB with initiatives for the benefit of the university. The position will be responsible for ensuring the coordination and implementation of a multitude of activities, which determine success of the division Examples of duties include, but are not limited to communications, planning and scheduling, logistics and coordination, insurance, risk, safety, and project management.

Specific Duties and Responsibilities

The responsibilities described here are representative of those that must be met by the employee to successfully perform the essential functions of this job. The list of duties serves to provide examples, rather than limit the scope of work assignments.

Insurance, Risk and Safety

• Business insurance renewals effect Aug 1st (May-Jul)
• Clery Report on-campus safety & security effect Oct 1st (Aug-Sep)
• Annual review of Emergency Management Plan determining possible revisions and/or updates

Communications

• Develop & publish quarterly DFO Newsletter to staff and faculty
• Manage, compose and send all general DFO communications to the PAU community, including Omnilert emergency alerts, general announcements, reminders, alerts, training, etc.
• Portal and website updates to DFO’s information, including health and safety protocols
• Research and evaluate state regulations, ensuring proper disclosures university-wide
• Monitor and communicate changes in state laws impacting the university and programs and collaborate with university leadership on initiatives with regulatory concerns
• ID’s – sending reminders to students without ID’s
• Avaya Phone Tree – assisting IT with troubleshooting issues with Admissions & communications

Systems and Project Management

• Oversee DFO’s policies and procedures and maintain them in a contract management system (TBD -policy management database)
• Configuration & approval updates for the People Operations Department’s Personnel Action Form (PAF)
• Configuration & approval updates for the Finance Dept’s Expense Management systems (currently SAP Concur & DocuSign).
• Contract management system implementation
• Clean up of old email distribution lists
• Ad hoc projects as needed

Budget Tracking

• Develop and maintain tracking systems for departmental purchasing and expenses to ensure accuracy.
• Ensure all purchasing complies with university policies and financial controls.
• Reconcile purchasing card statement (monthly)

Other Duties

• Back-up support to the CommuteSmart Program Administrator
• Plan, organize, and manage the logistics for DFO Team Meetings and annual retreat.
• Manage the DFO calendar
• Retrieve & distribute DFO incoming mail (exception: checks & invoices handled by A/P Processor)
• Provide assistance, in collaboration with event leads for other divisional events aligned with university guidelines and policies, as needed (Opening Day, Commencement, Staff Recognition, etc.)

Other Duties and Leadership

• Serve on University-Wide Communications & Engagement Committee to ensure that DFO’s communications to the PAU community are aligned with the university’s mission, goals, and brand guidelines
• Provide support to the DFO department heads on operational issues, including continuous process improvement, project guidance, and identification & development of missing DFO policies & procedures
• Key member of the DFO leadership team in identifying opportunities to apply continuous improvement tools to optimize processes and increase procedural efficiencies.
• Other duties as assigned by the CFO/VPFO.

Required Qualifications:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• BA or BS degree related to essential duties
• 5 years experience in an administrative leadership role
• Excellent written and verbal communications skills
• High level of capability with technology tools including Google Suite, ERP, expense management, project management, and other related software and application tools

Salary Range: $80,000 to $100,000