Administrator for the Office of the Vice President for Finance and Administration

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WHOI Position :	Administrator for the Office of the Vice President for Finance and Administration
Date:	06/03
Position Code:	2523
EEO Code:	227

Job Summary:

Reporting to the Chief Financial Officer/Vice President for Finance and Administration, is responsible for the day-to-day operational management of the office and coordination and management of the Institution's insurance program. Supervises staff and prepares and monitors budgets. Works closely wit the Chief Financial Officer and Trustees in maintaining official files, preparing presentation materials and establishing meetings and agenda.

Major Duties:

Coordinates the office of the Vice President for Finance and Administration to include assuring the order and accuracy of the filing system, setting up and co-coordinating Trustee and other meetings, maintaining phone coverage, setting up meetings, conferences and travel and preparing institutional financial documents.
Prepares, monitors and administers budgets for the Chief Financial Officer/Vice President for Finance and Administration. Reviews budgets of departments reporting to the Vice President on a monthly basis and follows up on any variances. Maintains departmental budgetary and payroll records.
Supports the Chief Financial Officer/Vice President for Finance and Administration and the Executive Assistant in the preparation and distribution of materials and presentation to the Board of Trustees and its committees, to Vice Presidents, and to Institutional committees. Maintains the official minute books of the Corporation. Coordinates Trustee financial committee meetings.
Primary liaison and manager of the Institution's insurance program. This includes assisting in preparing the insurance budget, maintenance of all insurance schedules, coordination of the annual renewal of all Institution policies, working with the insurance broker and risk management advisors to ensure adequate coverage; reporting and submitting claims and following up over-the-side program including communication with WHOI customers and approval of invoices; communication of issues or problems and troubleshooting.
Maintains the employee and trustee conflict of interest database and coordinates the Trustee conflict of interest process.
Maintains substantial confidential communication and interaction with Trustees and Senior Administrative members and Department Administrators. Assists with problems and complaints coming into the office.
Maintains the Chief Financial Officer/Vice President for Finance and Administration portion of the Finance and Administration website.
In concert with the Executive Assistant, coordinates with Institutional lawyers, insurers, and outside consultants in the preparation, monitoring, and reporting of legal cases against he Institution.
Assists in the preparation and/or editing of various documents including reports, presentations and minutes of meetings for final internal or external distribution.
Responsible for final approval of appropriate purchase requisitions, travel authorizations and vouchers, payment requests and time reports submitted to the Vice President for Finance and Administration.
Performs other duties as the supervisor may, from time to time, deem necessary.

Job Specifications (Knowledge, skills and abilities normally required for competent performance in the job):

Bachelor's degree and 3-5 years of experience in a not-for-profit environment in an administrative capacity with exposure to senior management and Trustees. Knowledge of trustee governance and record keeping, budget preparation, and presentations. Mastery of Microsoft Excel, Word and PowerPoint. Knowledge of or ability to learn Dream Weaver or other web page software. Must have strong written and verbal communication skills.