Employment at MSM

Job Opening:

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Administrative Assistant, Office of the CFO

Position Description

Title: Administrative Assistant, Office of the CFO
Department: Business and Finance Office
Reports To: Senior Vice President and Chief Financial Officer
Internal Contacts: All Faculty and Staff
External Contacts: Vendors, Insurance Brokers, Auditors
Employment Status: Full-Time, Non-Exempt
Salary Range: $50,000 – $55,000

Position Summary

The Administrative Assistant for the Office of the CFO provides a wide range of functions in support of the Senior Vice President and Chief Financial Officer (SVP/CFO) and serves as the first line of contact for the department. The Administrative Assistant maintains complex calendars, budgets, and project plans, and manages communications with internal and external contacts. This position partners closely with the SVP/CFO and other key leaders on a daily basis to proactively manage the execution of projects and tasks, including day-to-day follow-up on deliverables, oversight of deadlines, and managing communications. The Administrative Assistant also provides minimal support to the AVP of Finance, AVP of Facilities and Campus Safety, and the CIO.

Domains

  • Provide administrative support to the Senior Vice President and Chief Financial Officer (SVP/CFO) to ensure leadership time is effectively leveraged.
  • Coordinate and manage the SVP/CFO’s calendar, prioritizing urgent items, travel arrangements, and expense reports, and allowing space for strategic thinking.
  • Work closely and effectively with the SVP/CFO, ensuring the SVP/CFO is informed of upcoming commitments and responsibilities, and following up as appropriate.
  • Support the SVP/CFO in the planning, execution, and follow up for weekly 1:1 meetings with team members, weekly staff meetings, and other meetings as needed.
  • As appropriate, screen, follow-up, and respond to emails, mail, and telephone calls on behalf of the SVP/CFO.
  • Assist with Board of Trustee, Finance & Facilities, and Audit Committee meeting material preparation, scheduling, and preparation of related meeting minutes.
  • Develop relationships with key stakeholders within and outside the college, representing the office of the SVP/CFO with professionalism and knowledge.
  • Draft confidential correspondence, edit documents, take meeting minutes as requested, and perform other administrative duties, to include presentations (PPT) and board material.
  • Support the SVP/CFO during the budget planning process.
  • Serve as lead coordinator for the annual insurance renewal process.
  • Assist with the coordination of large and small capital projects, such as classroom and teaching studio renovations. Includes preparing project plans, monitoring project status, budget, taking photos of progress, etc.
  • Update the Emergency Management Plan, and prepare agenda and notes for meetings.
  • Review campus safety initiatives, schedule emergency preparedness trainings, and revise Security Post Orders.
  • Exercise independent judgment in the financial management and oversight of assigned foundation scholarship students; ensure reimbursements are in accordance with the foundation gift agreement.
  • Provide support to the AVP of Finance, AVP of Facilities and Campus Safety, and the CIO as needed, such as scheduling meetings, etc.
  • Serve as backup to Accounts Payable.
  • Assist in the planning and execution of special events.
  • Perform other duties as assigned.

Job Requirements

  • Bachelor’s degree.
  • Minimum 5 – 7 years of experience supporting Executive Leadership.
  • Administrative assistant experience with demonstrated ability to orchestrate and complete projects while meeting deadlines.
  • High degree of organization with significant attention to detail.
  • Ability to work on multiple projects, prioritize tasks, and communicate stage of completion.
  • Good customer service skills, with the ability to take direction and work collaboratively.
  • Excellent writing and communication skills.
  • Computer literacy required with knowledge of MS Word, Excel, and Powerpoint; familiarity with MS Access a plus.
  • Professional and ethical work behavior with ability to maintain the highest level of confidentiality.

Contact Information

Send letter of application and résumé including three references to:

Email: recruitfin@msmnyc.edu

Subject Line: “Administrative Assistant, Office of the CFO”

No phone calls, please.

Equal employment and equal educational opportunity have been and will continue to be fundamental principles at Manhattan School of Music, where employment and enrollment are based upon personal capabilities and qualifications without discrimination or harassment because of race, color, religion, sex, sexual orientation, gender identity or expression, the status of being transgender, age, national origin, marital status, citizenship or veteran status, disability, or any other characteristic protected by law. Manhattan School of Music does not permit retaliation against individuals who oppose a discriminatory practice or participate in an investigation.

 

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