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.

Physical Requirements:

  • Prolonged periods of sitting at a desk and working at a computer

Compensation:

Full-time, exempt position offering a full range of benefits, including 403b pension benefit and health insurance.

Pre-Employment Conditions:

A background screening is required.

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.

About Louisville Seminary:

Founded in 1853, Louisville Seminary offers an inclusive and diverse learning community, welcoming students from wide ecumenical backgrounds while maintaining its long, historic commitment to the Presbyterian Church (U.S.A). Louisville Seminary is led by the Holy Spirit to educate people to proclaim the Gospel, to care for all, and to work for justice in communities everywhere. It is distinguished by its nationally recognized marriage and family therapy and field education programs, the scholarship and church service among its faculty and a commitment to training individuals to participate in the continuing ministry of Jesus Christ. For more information, call (800) 264-1839 or visit lpts.edu.

Louisville Seminary is committed to providing our employees an environment that is inspiring, creative and respectful. Louisville Seminary is an equal opportunity employer and does not discriminate on the basis of gender, race, age, creed, sexual orientation or any other protected class.