Administrative Assistant for Business and Finance Division
DESCRIPTION OF JOB:
This position is responsible for providing office management support to the Business and Finance department, Board Committee communication in support of Edgewood University’s governance guiding principles and project support. The individual exercises independent judgement, possesses strong written and verbal communication skills, administrative and detailed oriented, organizational and time management skills and handles confidential matters on a continuous basis. The individual should be able to work independently and have discretion with handling confidential information.
This is a part-time (15 – 20 hours per week) position.
Responsibilities:
Office Management:
- Administrative Support
- Provides administrative support to the Vice President along with supporting the Business and Finance, but not limited to, planning, organizing, scheduling appointments and events, managing calendars; answering phone inquiries; managing requests; organizing, maintaining, and purging records and files; transcribing and proofing documents; ordering supplies.
- Collaborate with University’s consultants and VP to ensure endowment investment transactions are coordinated and processed with agencies and banks.
- Process monthly credit card reconciliations for the Vice President and Controller.
Committee Support:
- Facilitates effective communication between the VP of Financial Affairs/CFO and the Board of Trustees and Committees by coordinating timely verbal and electronic correspondence.
- Solicits and prepares presentation materials from internal and external contributors, ensuring content quality aligns with Committee review objectives.
- Provides responsive support to individual Committee members by addressing requests for information and offering general assistance.
- Coordinates Planning & Budget meetings, maintaining Team site and sending reminders to Committee members.
Project Support for Business and Finance Division Departments:
- Contributes to the development and drafting of published policies, guidelines, procedures, and presentation materials for distribution across departmental, committee, and collaboration websites, including Microsoft Teams platforms.
- Manage tracking tools to ensure project schedules and activities are completed timely.
- Verify the accuracy and ensure secure storage of confidential document files.
- Coordinate the scheduling of the annual audit, including confirmation of preliminary and final fieldwork; arrange onsite accommodations for auditors and request parking passes.
- Maintain tracking systems to ensure service contractors have current certificates of insurance on file.
- Collaborate with University departments to solicit and collect required documentation on an annual basis.
- Design and refine templates to enhance efficiency in governance, policy development, contract management, and general correspondence, while adhering to industry standards for intellectual property storage, maintenance, and retrieval.
- Research, establish, and maintain the University’s legal business presence in other states as needed, including registration for “doing business,” tax withholding, unemployment insurance, charitable organization status, sales tax compliance, and new hire reporting.
Community Participation and Involvement:
- Participate on University committees and task force teams as appropriate.
Other duties as assigned
JOB QUALIFICATIONS
Necessary Education or Work Experience:
- Bachelor’s degree from an accredited college or university or an Associate’s degree combined with three years of providing support for management.
Required Knowledge and Skills:
- Meticulous grammar, editing and writing, presentation and communication skills with experience interfacing with all levels of management.
- Excellent organizational, time management and analytical skills required with the ability to manage multiple projects.
- Maintain confidentially and use good judgement in making independent decisions with a high degree of tact and diplomacy.
- Make appropriate procedural recommendations and initiate appropriate actions.
- Prepare and maintain record and reports in efficient and retrievable electronic office environment.
- Ability to efficiently collaborate with faculty, staff, student, and all schools, departments and offices within Edgewood University.
- Be flexible; plan, analyze issues and problem solve; and maintain composure under pressure.
- Be a self-starter and have the ability to accept and carry out responsibilities.
- Possess an attitude of assisting others and the ability to interact with internal and external constituents in a personable manner.
Specialized Technology Skills:
- Proficiency in use of Microsoft Office Suite applications and Office 365.
Other Qualifications:
Edgewood University, a Catholic college sponsored by the Dominican Sisters of Sinsinawa, is an Equal Opportunity Employer, committed to academic excellence through diversity in its faculty, staff, and students. Candidates must demonstrate multicultural competence – the awareness, knowledge, and skills needed to work with others who are culturally different from self in meaningful, relevant, and productive ways. Applicants from traditionally underrepresented populations including women and racial and ethnic minorities are especially encouraged to apply. The selected candidate must actively support the mission of the College by working with faculty, staff and students to share in our core values – truth, compassion, justice, partnership, and community.
Must be authorized to work lawfully in the United States without Employer Sponsorship.
First consideration will be given to application materials received by October 20, 2025.
How to Apply
Send one PDF document which includes cover letter, resume, and references with a subject line that includes the position code AABF:
Edgewood University
Human Resources – AABF
1000 Edgewood College Drive
Madison, WI 53711
E-mail: humanresources@edgewood.edu
Equal Opportunity Employer