The Administrative Assistant and Insurance Coordinator reports directly to the Vice President for Finance and Administration/Chief Financial Officer of the Colleges. The position requires the highest degree of confidentiality given the sensitive nature of information handled in the Office of Finance and Administration as well as the direct interaction with members of the Board of Trustees. In addition to providing office and administrative support to the Vice President for Finance and Administration/Chief Financial Officer, the position provides dotted line support to the Director of Budget, Procurement and Auxiliary Services, the Chief of Staff, and the VP and General Counsel/Assistant Secretary of the Board of Trustees with respect to supporting the Board of Trustees and insurance related matters.
The Administrative Assistant and Insurance Coordinator’s role is vital for the smooth running of the Office of Finance and Administration and Board of Trustees’ meetings. In addition to the responsibilities outlined below, the position is responsible for fielding telephone calls, receiving and directing visitors, use of various technology tools, processing incoming and outgoing mail, and filing and archiving permanent records. The position is also responsible for processing insurance claims, preparing annual insurance renewal applications, and coordinating logistics and compiling materials associated with all Board of Trustees and related committee meetings. Responsibilities include:
• Interacting professionally with and handling confidential information related to a wide variety of internal and external constituents. • Maintaining the utmost confidentiality with respect to the Colleges’ personnel, operations and capital matters. • Prioritizing incoming correspondence, researching issues, and with direction preparing draft correspondence. • Processing routine financial transactions and with direction, performing financial analyses using various technology tools. • Supporting the Chief of Staff and Assistant Secretary by taking attendance, tracking term limits, drafting minutes, maintaining bylaws, obtaining and organizing materials using BoardPaq software, coordinating logistics, obtaining evaluations and annual conflict of interest disclosures, and performing other related tasks associated with the Board of Trustees’ meetings. • Maintaining and managing the Colleges’ property files, annual tax exemption process, and contract records. • Maintaining calendars for the Office of Finance and Administration staff and ordering office supplies; scheduling meetings, conference calls, and appointments; and making catering and/or travel arrangements, as requested. • Tracking and processing various documents related to legal services, insurance claims and coverage, property taxes and exemptions, and endowment investments. • Other responsibilities and duties as assigned.
Associate’s degree plus at least 5 years’ experience in administrative or insurance related roles. Must have strong organizational and time management skills and the ability to communicate effectively. Must be able to work well under pressure, set priorities to meet established deadlines, and handle multiple tasks concurrently. Experience with minute taking, claim processing, and coordinating complex meetings is preferred. Proficiency in Word and Excel is required along with experience using, or willingness to learn, PowerPoint and BoardPaq. Ability to work with extremely sensitive information and maintain strict confidentiality. Must be able to work with this sensitive information and disclose it only on a need to know basis. A certified N. Y. State notary public or willingness to gain certificate within 6 months.
This is a full-time, 12-month, benefits-eligible administrative position. Normal hours of work are 8:30 a.m. to 5:00 p.m. Monday through Friday but some additional work is required on Saturdays in conjunction with three Board of Trustees’ meetings a year as well as some after normal weekday hours in preparation for Board of Trustee meetings or other projects.
About Hobart and William Smith Colleges
Located on 195 acres in the heart of New York States Finger Lakes Region, Hobart and William Smith are independent liberal arts colleges distinctive for providing highly individualized educations. Guided by an interdisciplinary curriculum grounded in exploration and rigor, the Colleges prepare students to think critically. In partnership with the Geneva and global communities and through robust programs in career development, study-abroad, service, leadership and athletics, the Colleges foster an environment that values global citizenship, teamwork, ethics, inclusive excellence, and cultural competence.Under the mentorship of faculty, Hobart and William Smith students gain the necessary clarity to be competitive when seeking employment. They win prestigious fellowships like the Rhodes, Gates Cambridge, Udall, Fulbright and Goldwater. They gain admittance to the best graduate programs in the country. They go on to lead lives of consequence.