The Senior Assistant provides administrative support to the Senior Vice President for Finance & Administration and CFO in all aspects in the role as an officer of the Corporation, as well as providing support to direct reports as needed. This position will provide support all Committees of the Board of Directors that the SVP of Finance & Administration and CFO acts as the primary staff member including but not limited to Audit, Finance and Investment Committees. Ensures materials and logistics are provided timely and in a professional manner in coordination with Committee members, General Counsel and Events staff. Works directly with donors and their advisors to execute non-cash gifts. Will have regular communication with board members and top donors and in this capacity acts as a representative of the Foundation. Assists the Senior Vice President and CFO in the planning and coordination of presentations, reports, and training. The Assistant will also manage on-going department workflow (RFS system) and critical project management documents and ensures that Finance and Administration Department materials are provided in a timely and professional manner to senior university and foundation staff as well as board members as appropriate.
- Schedules meetings and training sessions, coordinates travel arrangements, and maintains calendar for the Senior Vice President and CFO, and in some cases other staff members within the Finance and Administration Departments. Assists in gathering materials for meetings, tracking and following up on agenda items, etc. Ensures organization of mail and distribution of reports. Coordinates payment of all Finance and Administration Department RFD’s and ensures timely distributions.
- Types and/or drafts a variety of presentations, reports, analyses and/or presentations; ensures files are maintained and updated in a timely manner including in SharePoint; tracks contracts and workflow related to appropriate execution of vendor contracts. Works with all staff in the Finance and Administration Departments to maintain project management documents on a monthly basis and distribute updates and notify Senior Vice President and CFO when overages or resource conflicts are expected.
- Ensures timeliness of Finance Department deliverables and projects, coordinating with the Controller, Director of Investments and Director of Disbursements and Fund Administration. Monitors Finance Department areas compliance deadlines reporting potential issues. Oversees department project logistics and goal deadlines and providing assistance where needed. Supports department in preparation for Audit, Finance and Investment Committee meetings, coordinating with the Investment Director on investment manager presentations and other Investment Committee deliverables as needed, and working with the General Counsel’s office and Events staff on full committee meeting logistics. Coordinates meetings with senior University administration and Deans as needed.
- Arranges for appropriate receipt and disposition of donated marketable securities, dependent upon gift terms. Serves as the primary contact with donors, investment brokers and custodians. Prepares valuation of donated marketable securities in accordance with IRS codes and regulations. Ensures timely delivery of valuations to Data Services for the recording of gifts and Finance for recording gains/losses on the sale of the securities, and communication with Development staff and senior management as appropriate.
- Manages the RFS queue for all Administration Department requests working closely with the IT Helpdesk, develop and maintain reports, and review with the Senior Vice President and CFO on a regular basis regarding status, metrics, and any potential issues with key deliverables.
- Manages all Finance and Administration Department expenses, creating and submitting RFD’s as appropriate and tracks annual budgets on a monthly basis.
- Other duties as assigned.
- An appreciation for business-to-business relationships
- Ability to be congenial, professional, and effective in managing relationships with donors, alumni, Foundation board members, Foundation staff, University staff, and visitors.
- Well-organized, self-starter who can manage time effectively and who has excellent written and oral communication skills, including proofreading.
- Demonstrates an exceptional ability to manage multiple projects, meet deadlines, and work in a fast-paced environment.
- Ability to work independently and collaboratively as part of a team to meet organizational goals.
- Exhibits outstanding customer service, organizational, and detail orientated skills.
- Demonstrates the ability to exercise independent judgment with regard to work responsibilities, prioritization of workload, and foreseeing the needs of the team.
- Integrity in dealing with sensitive and confidential information.
- Dependable and flexible to adapt to change.
Education and Experience
- Associate degree or 4 years of related commensurate experience.
- Minimum six years experience in an executive-level administrative capacity.
- Proficient with MS Office including Outlook, Word, PowerPoint, and Excel. Demonstrated ability to work in multiple system environments.
The University of Connecticut Foundation is an affirmative action, equal opportunity employer, committed to fostering diversity in its workforce.