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Vice President for Finance
Senior Executive Assistant to the President-Rector
Job Title: Vice President for Finance
Purpose and Function.
The Vice President for Finance is the chief financial officer of the institution responsible for oversight and administration of the physical and financial affairs of the Corporation, reporting directly to the President Rector
Major Responsibilities.
- Manages the finances of the institution.
- Prepares regular reports on all financial matters, the status of the physical plant, its maintenance and related projects, and in non-academic services which affect St. Mary’s financial status.
- Assists the President-Rector in long range financial planning.
- Manages the approval of disbursements and hiring of contract personnel at the direction and under the supervision of the President-Rector.
- Plans and supervises major capital improvements.
- Serves as staff to the Finance Committee, the Investment Committee, and the Buildings & Grounds Committee of the Board of Trustees.
- Is a member of the Administrative Team.
- Is a member of the Operations/Facilities Workgroup.
- Attends meetings of the Board of Trustees, giving reports as requested.
- Acts as institutional Treasurer in the absence of a separately established office of Treasurer or whenever that office is vacant, including:
- Provides leadership of staff over cash receipts, cash disbursements, payroll, employee benefits, general ledger and financial reporting.
- Prepares journal entries which properly reflect transactions in the institution’s financial records.
- Develops an adequate system of internal financial controls.
- Maintains financial records of endowments, endowment income use, restricted donations, charitable gift annuities and institutional scholarships.
- Provides internal controls over cash, receivables, investments, payables and other institutional assets.
- Maintains records needed for annual audit and other periodic reports.
- Coordinates the annual financial audit and other audits as determined by the Audit Committee of the Board of Trustees.
- Coordinates institutional insurance with vendors.
- Coordinates receipt of gifts and bequests with outside parties.
- Oversees flow of institutional financial resources.
- Coordinates preparation of the annual operating budget.
- Monitors all financial operations of the institution.
- Supervises the Director of the Physical Plant:
- Ensures adequate maintenance of the plant.
- Maintains the physical security of the plant and personal security of residents and employees.
- Prepares the annual PP capital budget.
- Supervises major construction projects.
- Maintains an institutional facilities master plan.
- Manages the facilities staff in the absence of the Director of the PP.
- Supervises the Information Technology Manager
- Ensures adequate institutional technology services (computer, internet, telephone and cable).
- Maintains the security of institutional computer systems.
- Prepares the annual technology capital budget.
Reporting Relationships:
- The Vice President for Finance reports directly to the President-Rector.
- Reporting directly to the Vice President for Finance are:
- Finance Office staff.
- Information Technology Manager.
- Director of the Physical Plant.
Required Qualifications and Skills.
- CPA, Master’s Degree in accounting, or equivalent experience
- Proven experience with management of the finances of a major institution (preferably educational).
- Proven experience with management of significant endowment assets
- Supervisory skills, including the ability to communicate clearly, organize the efforts of others, and evaluate their work.
About St. Mary’s Seminary & University: St. Mary’s Seminary & University, America’s first Catholic seminary is located in the Roland Park neighborhood of Baltimore. The position includes generous benefit and compensation package commensurate with experience. Successful candidates will be subject to a pre-employment background check. St. Mary’s Seminary & University is an equal opportunity employer.
Application Procedures: Review of applications will begin immediately and the position will remain open until filled. Please submit electronically a 1) cover letter including salary requirements, 2) resume, and 3) list of three (3) work-related references, including their contact information (title, email and/or phone number); submit to bvisconage@stmarys.edu with position title in subject line.
Date: September 23, 2019
Job Title and Department: Senior Executive Assistant to the President-Rector, Administrative Coordinator and Rector’s Coordinator of Admissions and Advancement.
Reports to: President-Rector
Purpose and Function of Position: The Senior Executive Assistant, as supervised by the President-Rector, manages all activities, functions, and communications of the President-Rector’s office and coordinates and supervises the workload of the Administrative Assistant to the Vice Rector and Administrative Assistant to the Dean of the School of Theology as their responsibilities have been assigned to them by their respective supervisors. Because of the special nature of this position, the incumbent must be a practicing Roman Catholic with a good understanding of Church organizations.
The major responsibilities of the Senior Executive Assistant/Coordinator of Admissions are listed below. More specific responsibilities and required tasks are outlined in the Job Description Supplement, Specific Tasks document, and in the President-Rector’s Office Policy Manual.
Board of Trustees: Works closely with the VP for Advancement on all board matters. Responsible for notice of meeting and agenda preparation; attends meetings and keeps minutes of the three board meetings per year and in conjunction with the VP for Advancement is also responsible for minutes from identified committee meetings; prepares and distributes minutes in a timely fashion; responds to inquiries by members of the Board of Trustees.
Communications: President-Rector’s Office receptionist; responds to inquiries; sends standard an extraordinary notices and other communications; manages President-Rector’s Office contributions to institutional website in coordination with the VP for Advancement who is ultimately responsible for all external communications; manages President-Rector’s Office correspondence (hardcopy and email); manages President-Rector’s correspondence; manages Daily Seminary Bulletin.
Scheduling: Manages the President-Rector’s calendar and contact database; schedules appointments and meetings for the President-Rector; works closely with all seminary and university offices in coordinating the President-Rector’s schedule and prioritizing his presence at internal and external meetings and events.
Meeting Preparation: Engages in regular meetings with President-Rector and other designated administrators and staff to plan meetings, conferences, phone calls, presentations and events; prepares meeting agendas as directed; schedules meeting rooms; attends meetings and takes notes; prepares minutes and memoranda of meetings; identifies and summarizes follow-up to meetings; monitors deadlines and alerts President-Rector; coordinates and reports to President-Rector on relevant meetings not attended by President-Rector; creates and maintains electronic systems for committee reporting.
Advancement Support: Works closely with the President Rector and VP of Advancement in support of a major multi-year campaign. Responsible for creating materials in support of fund-raising efforts, managing schedules and supporting the advancement department on all aspects of fundraising.
Administrative Support: Anticipates President-Rector’s needs in the following ways: alerts President-Rector to presence of visitors, especially ecclesiastical officials; reviews and maintains all President-Rector’s Office filing systems (hardcopy and electronic); responsible for overseeing the management of admissions and seminarian files; maintains faculty personnel files; regularly updates seminarian, faculty, staff, board and important constituent data and summary sheets for President-Rector; makes travel arrangements for President-Rector; prepares and processes expense vouchers; orders office equipment and supplies as needed. Supports the work of Assessment and the Strategic Plan in conjunction with the Special Assistant to the President. Carefully manages budget for President-Rector Department and Recruitment
Supervisory Responsibilities: Supervises and coordinates workload of Vice-Rector’s and Dean’s administrative assistants; meets regularly with President-Rector, Vice Rector and School of Theology Dean for direction and reporting in carrying out supervisory responsibilities. Ensures seamless communication between the three administrative support personnel in the Rector, Vice Rector and Dean’s Office. Have access to and knowledge of all electronic and hardcopy materials in each of the offices.
Independent Responsibilities: Maintains efficient, effective and professional working relationship with President-Rector and other administrators and staff; carries out all responsibilities with minimal supervision and direction.
Qualifications:
- Practicing Catholic with strong understanding of Church organizations.
- Bachelor’s degree; master’s degree preferred.
- 6-8 years of progressively responsible professional experience in senior level executive administrative support work. Supervisory experience helpful.
- Ability to maintain confidentiality with respect to documents and communications, exercising prudence and discretion in assessing levels of confidentiality required.
- Independent worker able to manage multiple complex projects – often at the same time – by establishing timelines and deadlines and presenting overview of such plans to President Rector in order to move forward efficiently and effectively without oversight.
- Ability to manage communications from students, faculty, administrators and other faculty members providing feedback to requests in an efficient manner and discern the need for supervisory input. Politely and diplomatically limit distractions in the President Rector’s Office recognizing that work must be done primarily in the President-Rector office space.
- Expertise in creating and managing data bases; 10 -key proficiency; experience preparing bulk copies and handouts. Quick learner of computer systems. Prior knowledge of Raiser’s Edge and Jenzabar helpful. Possesses the necessary basic technological knowledge and experience to be able to troubleshoot computer, audio-visual and multi-media equipment.
- Strong time-management, problem-solving and communication skills.
- Demonstrated skill and effectiveness in all forms of communication: written, verbal, observational, presentation and listening.
- Strong skills in leadership and problem-solving with peers and supervisees.
- Ability to interact effectively, discretely, graciously and diplomatically with diverse groups both internal and external to the seminary and university.
- Demonstrated expertise with Microsoft Office Suite software, email and reports. Excellent writing and proof-reading skills.
- Ability to work collaboratively and as member of a team with administrative assistants and members of other departments.
- Ability to work effectively under pressure, managing projects successfully even when they have conflicting goals.
- Positive professional attitude, demeanor and dress.
- Willingness to work evenings and weekends when necessary to complete important tasks and projects according to established deadline.
This is an Exempt position.
About St. Mary’s Seminary & University: St. Mary’s Seminary & University, America’s first Catholic seminary is located in the Roland Park neighborhood of Baltimore. The position includes generous benefit and compensation package commensurate with experience. Successful candidates will be subject to a pre-employment background check. St. Mary’s Seminary & University is an equal opportunity employer.
Application Procedures: Review of applications will begin immediately and the position will remain open until filled. Please submit electronically a 1) cover letter including salary requirements, 2) resume, and 3) list of three (3) work-related references, including their contact information (title, email and/or phone number); submit to jobs@stmarys.edu with position title in subject line.