California Western Innocence and Justice Clinic

Executive Assistant

• Manage day-to-day activities of the Business Office.
• Assist in the CFO in preparing and organizing committee meetings by preparing meeting materials, drafting correspondence and contacting members, taking minutes, and other tasks, as assigned.
• Manage the CFO’s calendar of meetings and appointments; arranging travel plans and itineraries; and compiling agendas, background information, and documents for each engagement as needed.
• Work closely and effectively with the CFO to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Act as liaison with board members, vendors, faculty, staff, and others, on matters related to the Business Office’s and CFO’s initiatives.
• Maintain copies of all Board of Trustees committee meeting materials and minutes utilizing an appropriate retention methodology.
• Plan and coordinate events including arranging facilities, venue, equipment, catering, presentations, announcements, attendance and materials for committee meetings and quarterly Business Office staff development training events and team building activities.
• Manage incoming calls and prioritize phone messages and visitors.
• Handle all calls and visitors with refinement, sophistication, and professionalism.
• Organize and prepare expense reports including check requests, business expense reimbursements requests and corporate credit card support expense reporting and documentation.
• Manage and maintain a centralized depository and filing system for contracts and agreements, insurance files, and financial policies and procedures for the school.
• This includes managing the storage room inventory and records management and purging items according to the school’s records and retention policy.
• Assist with sorting and routing all incoming mail daily, post outgoing mail and assist with deliveries as needed.
• Maintain an accurate record of incoming receivables (checks) by logging them on the internal deposit log daily.
• Assist in addressing outstanding stale checks and providing supporting documents for the escheatment process including preparing, printing, mailing and emailing uncashed check notices monthly.
• On a quarterly basis, work with the Marketing department to complete inventory counts to ensure the Business Office has accurate records of on-hand merchandise inventory.
• Maintain mailing lists and directories for multiple projects, agencies, and groups including internal directories.
• Support the Associate Director, Student Accounts & Budget with maintaining the CWSL Business Office website and student portal for Tuition Due Dates, Payment Options, Schedule of Charges, and Earned Tuition Schedule.
• Serve as backup to the Student Accounts Assistant in processing and posting payments for tuition, fees, and miscellaneous charges.
• Assist in the preparation and review of monthly financial reports and dissemination to department heads as needed.
• Generate month-end reports and complete month-end reconciliations as assigned.
• Assist with the preparation of the annual budget by scheduling budget review meetings, assisting with entering the monthly budget spreads into the general ledger and preparing budget guideline materials under the direction of the Associate Director of Student Accounts and Budget and CFO.
• Participate in department meetings and other committees, groups, and task forces as assigned.
• Participate in the interim and annual financial audit, internal audits, financial aid audits, in addition to agency audits as needed.
• Perform, with team approach, other duties as assigned.