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University of New England · 22 hours ago

Executive Assistant to the Vice President of University Operations and Budget Manager

Biddeford, ME

Full-time

Onsite

Mid Level

3+ years exp

The University of New England is Maine’s largest private university, seeking an Executive Assistant and Budget Manager to provide comprehensive administrative, financial, and operational support to the Office of the Vice President for University Operations. The role involves overseeing administrative processes, monitoring budgets, and serving as a key point of contact for stakeholders, requiring strong organizational and communication skills.

EducationHigher EducationUniversities

Responsibilities

Oversee and carry out various day-to-day departmental administrative functions

Represent the office of the VP for University Operations in their absence, providing departmental guidance and authorizing expenditures

Monitor departmental financial activity, reconciles operational and capital budgets on a regular basis. Annual departmental budgets total $20M, with another $20-80M in Capital Construction and Deferred Maintenance

Prepare annual operational budgets, in consultation with administrative team

Coordinate, initiate, prepare, process, and/or monitor various financial/administrative/operations forms, records, reports, schedules, and other documents, ensuring timely and accurate completion of documents by other department and University personnel and/or outside individuals and organizations

Develop, organize and maintain various departmental files and records

Create and administer appropriate spreadsheets and databases, involving regular data input and generating reports

Serve as administrative liaison with students, faculty, staff, parents, alumni, vendors, and/or other key department constituency: explain policies and procedures; answer various questions; coordinate services; handle special requests and problems, referring them to supervisor and advising on appropriate actions as necessary

Perform other specialized or technical administrative tasks related to the department’s primary function

Organize and coordinate various departmental activities/events as necessary, including professional development training for the leadership team

Confer regularly with immediate supervisor, other department and University personnel, and/or various individuals and organizations outside the University system to plan and coordinate activities, exchange information, resolve problems, and other such tasks

Assist with general office secretarial work: answer phones and perform reception duties; generate correspondence, reports; maintain appointment calendars; set up meetings; photocopy; and so forth. Commit to actively fostering a welcoming culture of inclusion and diversity

Perform other duties as required

Qualification

Microsoft Office SuiteOffice managementBudget monitoringRecord-keeping systemsSupervisory skillsInterpersonal skillsTeam collaborationIndependent workCommunication skillsOrganizational abilitiesProblem-solving

Required

Associate's Degree in business or a related field, plus three to four years of relevant administrative experience, or a combination of education and experience that provides comparable knowledge and skills

Broad base of general office management and administrative knowledge and skills

Excellent administrative and organizational abilities, including experience developing and maintaining moderately complex filing and record-keeping systems

Proficiency in Microsoft Office Suite (Excel and Word)

Strong interpersonal skills and the ability to work effectively with a wide range of individuals within and outside the University community

Ability to work independently with minimal supervision while also contributing effectively as part of a team