Executive Assistant - Office of the Vice President & Chief Financial Officer and Division of Finance

Department Fiscal Services Position Type Non-Exempt Employment Status Full-Time-Staff Salary $18.99 - $24.21 Open Date 05/14/2026 Close Date 05/28/2026 Open Until Filled No Position Summary Information Job Description Summary The Executive Assistant provides advanced administrative, clerical, and financial support to the Vice President/Chief Financial Officer (CFO), the Comptroller, and the Finance & Operations Division at Del Mar College. This role ensures efficient departmental operations by preparing professional correspondence, managing complex calendars, coordinating meetings and events, and supporting a wide range of business office functions. Responsibilities include processing and verifying checks, maintaining financial and inventory records, supporting Board of Regents reporting, and coordinating payroll time sheets. The position also manages records retention, supports departmental projects, ensures compliance with institutional requirements, and fosters effective working relationships with internal and external stakeholders. Minimum Qualifications Associate's degree AND one (1) year of administrative support experience -OR- Five (5) years of administrative support experience Required Job Knowledge, Skills, Abilities Administrative, clerical, and financial support knowledge typically gained through vocational, administrative, or technical training. Proficiency in Microsoft Word, Excel, Outlook, and PowerPoint. Ability to perform data entry, prepare documents, maintain files, and operate office equipment. Strong organizational skills and attention to detail with the ability to manage multiple priorities. Effective communication and customer service skills. Ability to maintain confidentiality of financial and personnel information. Ability to coordinate meetings, training, and events. Ability to work collaboratively with departments, staff, and external partners. Preferred Qualifications Experience creating pivot tables in Excel. Advanced experience with Microsoft Office applications. Experience creating process flowcharts in Microsoft Visio. Experience with Colleague. Experience with Microsoft Project or basic project management tools. Experience in finance, business office, or higher education environments. Special Instructions to Applicants This is a security-sensitive position. Employment resulting from this advertisement is subject to federal laws that require the verification of identity and the legal right to work in the United States. Employment is contingent upon the successful completion of a criminal background and reference checks. The College reserves the right to cancel or extend all recruitment actions. Del Mar College is an Equal Opportunity employer. Upon request, reasonable accommodations in the application process will be provided to individuals with disabilities. Job Duties Job Duty Administrative & Clerical Support Prepare correspondence and written materials for the VP/CFO. Copy, scan, fax, and manage incoming calls for the VP/CFO. Manage and monitor calendars for the VP/CFO. Organize and schedule meetings, conference calls, and events. Perform mail runs and manage incoming and outgoing mail. Maintain organized filing systems and secure confidential documents. Greet, assist, and direct visitors to the department. Proofread documents, notes, and communications VP/CFO. Request materials and supplies, and maintain office supply inventory. Maintain and troubleshoot office equipment, including printers, copiers, fax machines, and check sealers. Coordinate with Records Management for proper document storage and archiving. Job Duty Financial & Business Office Support Process, verify, and distribute checks for Accounts Payable, Accounts Receivable, and the Cashier's Office. Maintain logs of incoming checks and transmit/monitor checks sent to the Cashier's Office. Verify the accuracy of check information with vendors. Perform final check counts and reconcile totals with logs. Compile financial information for Board of Regents reports, including check registers and AP activity. Submit financials and prepare monthly Board Report materials for the Comptroller. Organize and track departmental expenses. Collect vendor receipts for P‑Card reconciliation and route for CFO and Comptroller approval. Process journal entries for corrections and tax deposits. Assist with preparing and proofreading CFO‑led presentations and meeting materials. Generate ad hoc financial reports for the CFO. Track the status of external financial reporting requirements. Track completion of monthly bank reconciliations. Monitor departmental budgets. Job Duty Event & Meeting Coordination Coordinate meetings, training, and events, including space reservations, catering, RSVPs, and preparation of materials. Assist in preparing presentations and documents for internal and external audiences. Coordinate team members and ensure readiness for meetings with the CFO. Job Duty Inventory & Equipment Management Maintain equipment and furniture inventory records for the office. Verify asset values and track transfers, including ETRs, for the office. Coordinate with Purchasing and IT for office moves, equipment repairs, and technology issues. Job Duty Payroll & HR-Related Support Verify the accuracy and timely completion of employee absences and departmental electronic timesheets. Gather and organize performance appraisals for CFO review. Manage professional development activities for the CFO, including memberships, trainings, and related materials. Supplemental Questions Required fields are indicated with an asterisk (

• ).

• Do you have an Associate's degree AND one (1) year of administrative support experience
• OR•do you have five (5) years of administrative support experience?

Yes, I have an Associate's degree or higher AND one (1) year of administrative support experience (submission of transcript(s) with award/conferred date required). Yes, I have five (5) years of administrative support experience. No, I do not have the required education and/or experience. Applicant Documents Required Documents Resume Letter of Interest Optional Documents Transcripts