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

Position Information

Posting Number: S1183
Open to All Applicants

Job Title:

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: $20.75 - $25.30
Open Date: 02/26/2026
Close Date: 03/19/2026
Open Until Filled:
No

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.

• Associate’s degree AND one (1) year of administrative support experience
• Five (5) years of administrative support experience

• 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.

• 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.

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.

• 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 for 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.

• 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…