Executive Assistant/Accounting Assistant

Indiana Tech is a thriving, independent, teaching-oriented university that delivers career-oriented programming in a wide variety of disciplines that includes business, engineering, computer sciences, criminal justice, cybersecurity, marketing, health sciences, communication and helping professions. Indiana Tech enrolls nearly 1,500 students in its traditional undergraduate programs on its picturesque main campus, and nearly 5,000 students in its adult and online program. We offer degrees at the associate, bachelor’s, master's, and doctoral levels and undergraduate and graduate certificates.

Over 41% of our students are either globally or domestically diverse; this contributes to our unique vibrant and inclusive campus community. All academic programs are designed to provide students with relevant and practical experiences, including an emphasis on internships. The university is accredited by the Higher Learning Commission.

 

Indiana Institute of Technology is committed to building a team that represents community, culture, impact, and inclusivity. We believe this is critical to our success with respect to educating our students to become global citizens. Indiana Tech is an equal opportunity employer.

Indiana Tech has big plans for its future. Learn more at Indiana Tech Strategic Plan or strategicplan.indianatech.edu/.


 

Indiana Tech seeks an Executive Assistant/Accounting Assistant to join the Finance Team. The position provides administrative support to the Executive VP for Finance & Administration, as well as occasional support for the department directors in the Finance & Administration division. This Assistant also assists with payroll, accounts payable, and performs other accounting duties to support the division.

Essential Duties & Responsibilities

• Coordinate meetings and manage calendars with internal and external constituents providing efficient management of executives’ time.
• Perform general administrative functions such as processing mail, phone calls, email, data entry, filing, copying, and written correspondence.
• Handle highly confidential and sensitive information with discretion.
• Process purchase orders, expense reports, and purchase card statements.
• Plan occasional travel and logistics making necessary hotel/transportation accommodations.
• Perform auditing, recordkeeping, and file maintenance as assigned.
• Attend and provide minutes for key meetings (board committee meetings, Crisis Meetings, etc.
• Assist with special projects as requested which may require research, data gathering, analysis, and preparation of reports or presentations.
• Serve as backup to Staff Accountant for payroll processing; process payroll periodically to test and maintain skills.
• Prepare 403(b) bi-weekly employee and employer contribution file.
• Assist employees with Paycom password resets and other payroll-related questions.
• Monitor timecard approvals and perform reasonableness tests for hours worked and employee changes each pay period.
• Monitor employee tax jurisdictions and set up withholding accounts as necessary.  
• Assist with Paycom system setup changes, especially at year-end and for the new year.
• Assist in auditing W-2s every year.
• Manage post-award grant accounting as assigned, including journal entries and required reporting to awarding agencies.
• Serve as backup for Accounts Payable Coordinator including PO research, invoice entry and payment file preparation.
• Perform other duties as assigned.

Qualifications

• An Associate’s degree is preferred, accompanied by three years of progressively responsible administrative experience in a professional office environment supporting executive(s).
• Strong analytical skills and meticulous attention to detail are essential.
• Demonstrated ability to multitask effectively, with excellent time management and organizational skills.
• A high degree of professionalism, initiative, and independence is required.
• Proven ability to maintain complex records, organize and analyze data of a complex nature, and prepare and submit reports in various acceptable formats.
• Expert-level written and verbal communication skills are necessary.
• Must exhibit a collaborative team player attitude.

      Computer Skills:

• Word:              Intermediate
• Excel:              Intermediate
• Outlook:          Expert
• PowerPoint:    Intermediate
• Database:       Intermediate
• Data Entry      Intermediate

Experience

• Minimum of three years in a fast-paced professional office environment.
• Payroll processing experience preferred.

Working Conditions

Work is normally performed in a typical interior/office work environment. May require occasional schedule augmentation as needed.  Scheduling must be flexible to accommodate early morning, evening or weekend work when needed (not a normal happening).

Application materials must include a cover letter and resume. Applicants must be prepared to provide a written response to Tech's mission and vision. The position remains open until filled; a review of candidates will commence as application materials are received.