The Executive Assistant/Operations Coordinator to the Associate Vice Chancellor for Finance serves as the primary administrative and business operations professional supporting the Associate Vice Chancellor for Finance (AVCF) and the Finance Leadership Team. The position has evolved substantially beyond a traditional executive assistant role and now functions as a central business operations resource supporting, financial administration, personnel administration, governance activities, training administration, operational coordination, and strategic initiatives across a diverse portfolio of university financial and business functions. The position supports executive leadership for Finance, including the Controller’s Office, Budget Office, Financial Systems, Purchasing, Student Accounts and Cashiers, Tax, Financial Analytics, and Associated Entities and Endowment operations.
The position provides executive-level support to the AVCF through proactive management of a complex executive calendar; coordination of meetings, travel, and special events; preparation of executive correspondence, reports, presentations, and briefing materials; and coordination of activities involving multiple direct reports, university leadership, and institutional initiatives. The position coordinates agendas, prepares supporting materials, records official meeting minutes, and manages follow-up activities for the Finance Leadership Team, Divisional Business Officers, Business Leadership Team, and CITI.
Following the transfer of the Associated Entities portfolio to the AVCF, the position assumed significant governance and board administration responsibilities. The position coordinates board and committee activities for five (5) Associated Entities by scheduling meetings, preparing agendas and board packets, maintaining official records, recording and distributing meeting minutes, tracking board actions, coordinating annual governance requirements, and serving as a liaison among university leadership, board members, donors, affiliated organizations, auditors, investment managers, banking partners, legal counsel, Advancement, and other external stakeholders.
The position serves as the Finance Human Resources Liaison, Leave Keeper, Designated Key Custodian (DKC), and Senior uShop Requester. Responsibilities include coordinating recruitments, onboarding, personnel actions, leave administration, position management, confidential personnel records, and departmental human resource processes for approximately 60 employees while serving as the primary administrative resource between Finance and Human Resources.
The position independently administers financial and budget operations for more than ten Finance funds through weekly reconciliations, budget revisions, SRCI Flex transactions, annual budget preparation, financial reporting, expenditure monitoring, and related accounting activities. The position researches discrepancies, interprets university policies and procedures, analyzes financial information, develops recommendations, and serves as an internal resource regarding budgetary and financial matters requiring sound judgment and analytical skills.
The position also administers the university-wide Finance Training Program by coordinating class schedules, maintaining training records within Percipio, monitoring completion requirements, assigning course credit, preparing reports, coordinating recognition events, and serving as the primary operational contact for Finance professional development initiatives across the university.
In addition, the position serves as content manager for the Finance website and backup content manager for the Controller and Finance Training websites, ensuring policies, procedures, training materials, and departmental communications remain accurate, current, and accessible.
Beyond executive support, the position independently coordinates business operations across multiple functional areas, including financial administration, personnel administration, governance support, policy implementation, training administration, operational process improvement, and cross-functional initiatives. The position routinely establishes priorities, interprets university policies and procedures, resolves administrative and operational issues independently, recommends process improvements, and elevates matters requiring executive decision-making when appropriate. The position exercises considerable independent judgment, manages highly confidential information, and serves as a key operational liaison supporting Finance.
