The position primarily provides office support to the VP of Business & Finance, but may also support departments reporting to the V.P. of Business & Finance. Knowledge of Delta Colleges budgeting processes and procedures, purchasing, Board of Trustees policies and bylaws, the Community College Act, and overall general college knowledge is required.
Must be proficient with database software (Colleague preferred), Microsoft Suite (Excel, creating pivot tables, Word, Publisher, PowerPoint, Outlook). Position also coordinates the Investment Advisory Committee quarterly meetings, and Budget Cabinet Meetings, all which include preparing and organizing meeting agendas, minutes, preparing and researching presentation materials, and any communications necessary to committee and cabinet members. This position works closely with other College departments as necessary, but also works independently, with the ability to prioritize and organize a wide variety of concurrent assignments and projects, meet deadlines some which may be given in very short notice, exercise independent judgment, discretion and initiative in performing complex assignments, often confidential in nature.
ESSENTIALDUTIESANDRESPONSIBILITIESINCLUDEBUTARENOTLIMITED TO THEFOLLOWING:
Provide support to the Vice President: scheduling, meeting prep, travel documents, updating memos and annual documents.
Prepares various financial documents/materials, monthly financial statements/finance agenda items used in Board presentations, and Committee meetings. This includes proofing and editing independently Board agenda documents and informational items as necessary each month that are authorized by the V.P. of Finance.
Generate and mail all notices to the media, state and federal offices, as required by law, especially as it related to audit filings, lobbying reports, tax levies, Municipal Finance Qualifying Statement, annual assessment millage notices, etc.
Responsible for organizing the agendas and packets of materials to be sent to each group's members in advance of the next meeting, and make all other arrangements with the college food vendor for options at the meetings. Attend and record the official minutes and actions of the committee meetings (primarily the Investment Committee and Budget Cabinet) and other committee or group assignments as necessary.
Prepare, produce, and maintain updated historical and statistical data such annual budgets, trends, institutional comparable data, state aid, grants, property taxes, and other student demographic/enrollment data, correspondence, and presentation materials (PowerPoint, charts, graphs, spreadsheets, etc.) for VP and other departments that coordinate with the V.P. of Business & Finance.
Assemble and maintain records of meetings, agenda, projects and materials of a sensitive or confidential nature. Includes posting to the websites managed by Finance and external reporting agencies. Responsible to monitor and confirm the College Transparency reporting page of the public website are maintained and updated to meet governmental guidelines. Also includes tracking and ensuring that annual college wide reporting requirements of the State are submitted timely by finance and other departments.
Annual and on-going Budget Data Input and Coordination Support and responsibility. Assist the VP of Finance & Controller or designee with the planning, communications, inputting, calculating, research, and preparation of documents of the College Annual Strategic Plan and Budget Book. Works in collaboration with other departments to gather budget data and documents during the initial planning phase through the completion of the entire budget cycle, which also include external reporting and publications in local media, websites, state and federal agencies, and with external stakeholders as required.
Knowledge of all funds within the College Budget, and transfer and balance cost center line items, verify salaries, staff totals, etc. Work with database information, master budget files and budget model calculations. The ability to create graphs and charts for various presentations as necessary for the V.P. of Business & Finance.
Strong skills to independently research information from the state, federal and local agencies related to legislative issues, funding issues, resources, legislature websites such as Senate and House Fiscal agencies. Ability to draft communications to various legislatures, business contacts, external stakeholders, and internal departments, as requested by the V.P. of Business & Finance.
Assists with college monthly bank statements, printing, verification and banking signatures as necessary. Ability to use download reports from Colleague, and work with OIT as necessary if a report needs to be created for the V.P. of business & finance.
Duties performed as needed includes document preparation using Word, Excel, Microsoft Outlook, PowerPoint, answering the phone, scheduling meetings, calendars, copying, faxing, filing, scanning, opening/distributing mail, emailing communication, research, and other assistance as needed for the effective and efficient functioning of the Office of the Vice President of Business & Finance and related departments.
Other Projects: Work with other offices as necessary to support student retention, equity and completion. Project assignments include but are not limited to calling students for payments, billing support, gathering information, etc. Provide support when necessary to the finance and cashier offices during busy enrollment periods and payment deadlines when needed. Additional support to payroll in emergency or preplanned situations or events.
Associate degree or equivalent knowledge and skills. Major(s) Required Business/Office Professional or Business Degree with an emphasis in Accounting or Finance preferred.
1-3 years of position related experience
Additional Experiences Considered:
Business Degree with an emphasis in Accounting or Finance preferred.
Special Instructions to Applicants:
Complete an on-line application and attach a cover letter with position title, resume and copies of transcripts (official transcripts required upon hire) and/or certifications and licenses.
Position will remain open until filled. The College reserves the right to close the recruitment process once a sufficient applicant pool has been identified.
Full-time, Starting Salary $22.43 – $24.90: Commensurate with Qualifications and Experience
Successful candidates must demonstrate experience, skills, and commitment to fostering an environment of diversity in student, faculty and staff.Delta College, established in 1961, offers 150 transfer and career certificate and associate degree programs, and enrolls nearly 11,000 students each semester at its main campus and three learning centers.Delta College enjoys a reputation as one of the nation’s leading community colleges. Contributing factors to this achievement are its enduring commitment to excellence, passion for innovation and focus on people. Those values can be seen in its AQIP Higher Learning Commission accreditation, charter membership in the National League for Innovation, Achieving the Dream participation, environmental stewardship and unique shared governance system.The College’s service area is comprised of Bay, Midland and Saginaw counties, each with its own appealing personality and features, located adjacent to Lake Huron in mid-Michigan. Delta College - one of America's leading community colleges!