Executive Administrative Coordinator, Finance and Operations

The Executive Administrative Coordinator for Finance and Operations serves as the primary liaison between the Vice President – Finance, the Director of Facilities and other administrative offices of the Seminary. This role provides executive office management and assistance to the Vice President – Finance and Operations and provides fiscal and operational support to the Director of Facilities. The individual should have a background in organization and office management, higher education, and fiscal operations such as budget and expense management. The position requires initiative-taking, written and verbal communication skills, project management, the ability to anticipate needs based on both the fiscal and academic calendar, and the ability to perform a variety of tasks simultaneously.

REPORTS TO: Vice President – Finance and Operations

• Manage the office of the Vice President for Finance and Operations, including confidential correspondence and reports; compose, edit and review key documents for internal and external distribution.
• Manage daily calendar including scheduling and monitoring of in-person and virtual meetings; must be familiar with online conferencing platforms such as Microsoft TEAMs, OnBOARD and Zoom; may be required to attend off-site external meetings.
• Assist with Finance, Audit and Board meeting preparation.
• Maintain office budget and travel expenses for Finance, Facilities and IT.
• Process invoices and check requests for Finance, Facilities and IT.
• Prepare, update, and distribute the Louisville Presbyterian Seminary Organization Chart.
• Assist with Annual Seminary-wide budgeting processes including maintenance of budget templates, scheduling of departmental budget reviews and other tasks, as needed.
• Coordinate with the Seminary’s risk functions to complete the annual insurance renewal process and gather all needed documentation to accompany the applications.
• Attends quarterly Administrative/Staff meetings as scheduled by the President’s Office;
• Manage multiple projects and events simultaneously.

Additional Facilities Support

• Manage office correspondence, phones, email and workorders for Facilities Department.
• Manage Facilities email distribution groups, ensuring accuracy via annual audit.
• Review/Monitor Room Reservation System (EMS), supporting daily work of Facilities team.
• Update Preventative Maintenance Schedules (PMS).
• Maintain logs for incident reports and support the completion of Annual Security Certifications.
• Prepare inventory reports and maintain office supplies.
• Other duties and projects, as required

Preferred qualifications

• Bachelor's degree and direct experience in office management for finance, facilities and/or higher education.
• A strong customer service focus with excellent written, verbal, project management and time management skills.
• Current working knowledge of the MS Office Suite.
• A professional demeanor; ability to interface with internal and external customers with diplomacy and tact is essential.
• Must pay careful attention to detail.
• Must possess problem-solving skills with the ability to collect, analyze, combine, and synthesize relevant information against existing policies and procedures; a willingness to offer recommendations for process improvements is essential.

Application Process

Applicants should submit a cover letter and resume to Theresia Smith, tsmith@lpts.edu. The cover letter should be addressed to Theresia Smith, VP of Operations and Finance and James Stoudemire, Director of Facilities.