Executive Assistant and Office Manager at Palo Alto University

Palo Alto, California, United States -

Full Time

Start Date

Immediate

Expiry Date

09 Jul, 26

Salary

100000.0

Posted On

10 Apr, 26

Experience

5 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative leadership, Project management, Process improvement, Communication, Risk management, Safety compliance, Budget tracking, Policy development, Google Suite, ERP systems, Expense management, Contract management, Critical thinking, Problem solving, Logistics coordination

Industry

Higher Education

Description

Position Description The Executive Assistant and Office Manager is an administrator and advocate for the successful operations at Palo Alto University. The position will assist the CFO in developing and optimizing operational systems that align with the strategic goals of the University. The position will systematize and execute processes for continuous improvement and ensure consistency and continuity of operational efforts across the Division of Finance and Operations departments. Additionally, the successful candidate will demonstrate the ability to problem solve and think critically, and also be able to adjust to a rapidly changing environment. The position will support the CFO/Vice President of Finance and Operations (CFO) in all divisional management initiatives and activities as described in this document, and as assigned by CFO. This position works closely with the CFO, Finance, People Operations, IT, Facilities and IRB with initiatives for the benefit of the university. Job Title: Executive Assistant and Office Manager Department: Division of Finance and Operations Reports To: CFO/Vice-President, Finance & Operations Location: Residential Date: Employment Status: Full-Time Exempt Staff Summary The position will support the CFO/Vice President of Finance and Operations (CFO) in all divisional management initiatives and activities as described in this document, and as assigned by CFO. This position works closely with the CFO, Finance, People Operations, IT, Facilities, and IRB with initiatives for the benefit of the university. The position will be responsible for ensuring the coordination and implementation of a multitude of activities, which determine success of the division Examples of duties include, but are not limited to communications, planning and scheduling, logistics and coordination, insurance, risk, safety, and project management. Specific Duties and Responsibilities The responsibilities described here are representative of those that must be met by the employee to successfully perform the essential functions of this job. The list of duties serves to provide examples, rather than limit the scope of work assignments. Insurance, Risk and Safety * Business insurance renewals effect Aug 1st (May-Jul) * Clery Report on-campus safety & security effect Oct 1st (Aug-Sep) * Annual review of Emergency Management Plan determining possible revisions and/or updates Communications * Develop & publish quarterly DFO Newsletter to staff and faculty * Manage, compose and send all general DFO communications to the PAU community, including Omnilert emergency alerts, general announcements, reminders, alerts, training, etc. * Portal and website updates to DFO’s information, including health and safety protocols * Research and evaluate state regulations, ensuring proper disclosures university-wide * Monitor and communicate changes in state laws impacting the university and programs and collaborate with university leadership on initiatives with regulatory concerns * ID’s - sending reminders to students without ID’s * Avaya Phone Tree - assisting IT with troubleshooting issues with Admissions & communications Systems and Project Management * Oversee DFO’s policies and procedures and maintain them in a contract management system (TBD -policy management database) * Configuration & approval updates for the People Operations Department’s Personnel Action Form (PAF) * Configuration & approval updates for the Finance Dept’s Expense Management systems (currently SAP Concur & DocuSign). * Contract management system implementation * Clean up of old email distribution lists * Ad hoc projects as needed BUDGET TRACKING * Develop and maintain tracking systems for departmental purchasing and expenses to ensure accuracy. * Ensure all purchasing complies with university policies and financial controls. * Reconcile purchasing card statement (monthly) Other Duties * Back-up support to the CommuteSmart Program Administrator * Plan, organize, and manage the logistics for DFO Team Meetings and annual retreat. * Manage the DFO calendar * Retrieve & distribute DFO incoming mail (exception: checks & invoices handled by A/P Processor) * Provide assistance, in collaboration with event leads for other divisional events aligned with university guidelines and policies, as needed (Opening Day, Commencement, Staff Recognition, etc.) Other Duties and Leadership * Serve on University-Wide Communications & Engagement Committee to ensure that DFO’s communications to the PAU community are aligned with the university’s mission, goals, and brand guidelines * Provide support to the DFO department heads on operational issues, including continuous process improvement, project guidance, and identification & development of missing DFO policies & procedures * Key member of the DFO leadership team in identifying opportunities to apply continuous improvement tools to optimize processes and increase procedural efficiencies. * Other duties as assigned by the CFO/VPFO. Required Qualifications: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. * BA or BS degree related to essential duties * 5 years experience in an administrative leadership role * Excellent written and verbal communications skills * High level of capability with technology tools including Google Suite, ERP, expense management, project management, and other related software and application tools Salary Range: $80,000 to $100,000

Responsibilities

The Executive Assistant and Office Manager supports the CFO in optimizing operational systems and managing divisional initiatives across finance, IT, and facilities. Responsibilities include overseeing risk and safety compliance, managing communications, and implementing continuous process improvements.