The Executive Assistant to the Chief Finance and Operations Officer provides high-level administrative, operational, and project support to ensure the effective and efficient functioning of the Finance and Business Operations Division and related organizational initiatives. The position serves as a trusted partner to the Chief Finance and Operations Officer, coordinating division activities, communications, meetings, and special projects while supporting Board governance processes, financial operations, and stakeholder engagement.
The Executive Assistant serves as a liaison among AIU leadership, Board members, school district business officials, and external stakeholders. The position coordinates key division initiatives, maintains confidential information, develops communications and meeting materials, and contributes to the successful delivery of business office services and shared service programs throughout Allegheny County.
Duties and Responsibilities:
Executive and Administrative Support
- Provide comprehensive administrative support to the Chief Finance and Operations Officer.
- Manage calendars, schedules, appointments, travel arrangements, and meeting logistics.
- Coordinate and prioritize communications, correspondence, requests for information, and follow-up activities.
- Prepare reports, presentations, spreadsheets, correspondence, and other documents on behalf of the Chief Finance and Operations Officer.
- Monitor and track projects, assignments, and action items to ensure timely completion.
- Maintain confidential records and information in accordance with organizational policies and legal requirements.
Board and Governance Support
- Coordinate the preparation, review, and submission of Board agenda items and supporting documentation related to the Finance and Business Operations Division.
- Assist in the development and distribution of Board materials, reports, presentations, and resolutions.
- Maintain records related to Board actions affecting Finance and Business Operations Division operations and initiatives.
- Ensure timely communication and follow-up regarding Board-related matters.
Finance and Business Operations Division Coordination
- Coordinate Finance and Business Operations meetings, retreats, trainings, and special events including the quarterly Human Resources and Business Manager Role Alike meetings.
- Develop agendas, prepare meeting materials, record notes, and monitor follow-up activities.
- Assist with the coordination and communication of division goals, projects, and initiatives.
- Support Finance and Business Operations operational processes and workflow management.
- Facilitate communication and collaboration among Finance and Business Operations departments and organizational leadership.
Organizational Initiatives and Program Administration
- Coordinate the annual Act 1 Taxpayer Relief Program process, including communications, timelines, documentation, and stakeholder support.
- Support the annual Comprehensive Services Agreement development, distribution, execution, and recordkeeping process.
- Assist with the administration and coordination of Joint Purchasing Program ( energy, fuel, and paper products ) activities.
- Support planning, communication, and documentation associated with organizational shared service initiatives.
- Monitor project timelines and ensure completion of assigned deliverables.
- Assist with the annual Comprehensive Services Agreement process.
- Support departmental responses to the Pennsylvania Department of Education and other agencies when needed.
- Assists with data entry and submission of the General Fund Budget to the Pennsylvania Department of Education.
Audit and Compliance Support
- Assist with preparation for the annual independent audit by coordinating documentation, schedules, and requests for information.
- Support compliance-related activities by maintaining records, gathering data, and preparing reports.
- Coordinate responses to information requests from auditors and external agencies.
- Maintain documentation in accordance with applicable laws, regulations, and organizational procedures.
Stakeholder Relations and Communications
- Serve as a primary point of contact for school district business officials, Board members, and external stakeholders.
- Develop and distribute communications, announcements, meeting notices, and informational materials.
- Maintain accurate contact databases, including the list of school district and vocational school Business Managers, and stakeholder information.
- Support relationship-building efforts with school districts and partner organizations.
- Facilitate communication among AIU departments, member districts, and external partners.
Records Management and Data Administration
- Maintain electronic and physical records related to Finance and Business Operations programs.
- Ensure records are organized, current, secure, and accessible as appropriate.
- Maintain and update content posted to the Finance intranet pages.
- Develop and maintain tracking systems, databases, and reporting tools.
- Prepare routine and ad hoc reports to support organizational decision-making.
Organizational Collaboration
- Collaborate with Executive Assistants and administrative professionals across the organization to support agency-wide initiatives.
- Participate in cross-functional teams, projects, and committees as assigned.
- Promote effective communication, customer service, and organizational efficiency.
- Support special projects and assignments as directed by the Chief Finance and Operations Officer.
Qualifications:
Education
- High School Diploma required. Post High School degree preferred.
Experience
- Minimum of three years of related experience.
- Experience in public education, governmental, financial, or nonprofit organizations preferred.
- Experience coordinating complex projects, meetings, and stakeholder communications preferred.
Knowledge, Skills, and Abilities
- Exceptional organizational, planning, and time-management skills.
- Ability to manage multiple priorities and deadlines simultaneously.
- Strong written, verbal, and interpersonal communication skills.
- Ability to exercise discretion and maintain strict confidentiality.
- Advanced proficiency with Microsoft Office applications, database systems, and business software platforms.
- Strong project coordination and problem-solving skills.
- Ability to establish and maintain effective working relationships with internal and external stakeholders.
- Ability to interpret and apply organizational policies, procedures, and administrative guidelines.
- Attention to detail and commitment to accuracy.
- Ability to work independently while contributing effectively as a member of a team.
- Ability to operate standard office equipment.
Additional Requirements:
- Current Act 114, Act 34, Act 151 and NSOR Clearances required prior to an offer (Must be dated within 1 year of hire date).
- School Personnel Health Record (Form H511.340) must be completed and received by Human Resources prior to hire date.
Working Conditions: This position may involve standing, walking, and active engagement throughout the day. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Occasional travel to meetings and events may be required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.
- Sitting for extended period of time
- Lifting, carrying, pushing, pulling 20 pounds
- Ability to kneel, crouch, bend and reach to retrieve and handle materials and supplies
- Moving fingers and hands in a repetitive manner
- Ability to speak clearly and distinctly when communicating
- Hearing clearly
- Adequate vision to perform duties
The information contained in this job description is for compliance with Americans with Disabilities Act (ADA) and is not an exhaustive list of the duties performed for this position. Additional duties are performed by the individuals currently holding this position and additional duties may be assigned.
Disclaimer: The preceding description is not designed to be a complete list of all duties and responsibilities required of this position.
Reports To: Chief Finance and Operations Officer
Department: Finance and Business Operations
Position Schedule: 260-day
Salary: Grade 12
Benefits: Professional Support
To Apply: Create an on-line application and upload a cover letter, resume, clearances, and transcripts at the AIU Career Site.
Please send any questions to: [email protected]
The Allegheny Intermediate Unit is an equal opportunity education institution and will not discriminate on the basis of race, color, national origin, ancestry, religion, sex, sexual orientation, age, handicap, or limited English proficiency in its educational programs, services, facilities, activities or employment practices as required by Title IX of the 1972 Educational Amendments, Title VI and Title VII of the Civil Rights Act of 1964, as amended, Section 504 Regulations of the Rehabilitation Act of 1973, the Age Discrimination in Employment Act of 1975, Section 204 Regulations of the 1984 Carl D. Perkins Act, the Americans with Disabilities Act, or any other applicable federal or state statute.
