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Executive Secretary (Internal Audits)

Company: Pennsylvania Higher Education Assistance Agency
Location: Harrisburg
Posted on: March 25, 2020

Job Description:

The Pennsylvania Higher Education Assistance Agency (PHEAA) has a tremendous vision to provide funding for education opportunities to deserving students. As a not-for-profit Agency, all revenue beyond paying the bills are poured back into giving to these students. This Executive Secretary position provides administrative support to the Sr VP and Chief Audit Executive, including having access to and providing data in support of Internal Audit. Work requires some analysis and use of independent judgment. Remain knowledgeable of corporate policy and all business unit initiatives. Often called upon to interpret and communicate executive or Senior Vice Presidents (SVP) intent to other employees. Salary: Pay Grade 13, Commensurate with ExperienceJob ResponsibilitiesAdministrative Audit Support

  • Compile and analyze basic to moderately complex data/ information for inclusion in reports, databases or presentation materials; prepares charts, graphs, or tables and presentations. Utilize spreadsheet, graphics or database software programs, and maintain operational employee databases.
  • Assist in the coordination and review and monitoring of continuous audit activities as required.
  • Assist in the coordination and review and monitoring of Professional Practice Activities as required.
  • Assist in the coordination of Provided By Client (PBC) listings (e.g. Grant Thornton) and other audit related activities at the direction of the SVP & Chief Audit Executive or other audit management.
  • Assist in the reconciliation of time and reporting activities and billing for audit contractors.
  • Coordinate Internal Audit meetings as required.
  • Assist in the tracking and monitoring of Issue Validation Audit work.
  • Ensure that audit and audit contractors report time promptly and generate reporting as necessary.
  • Scan and file audit related documentation as needed.
  • Assist in the creation, editing and distribution of audit reports and other materials.Business and Budget Support
    • Screen telephone calls and internal visitors, ascertaining who can be redirected. Provide information to callers, requiring detailed knowledge of area of responsibility and general knowledge about their inquiring. Direct callers or relay inquiries to the Senior Vice President or appropriate staff.
    • Overall department budget control coordinator. Coordinate with staff and the departmental budget partner in assisting with preparing division budget documents and monitoring spending throughout the year to ensure activities are properly aligned and funds are within budgeted amounts.
    • Coordinate and assist departmental procurements for new equipment, professional services, hardware and software maintenance renewals and office supplies in a timely manner.
    • Review /preapprove vendor invoices for payment as needed.
    • Submit general invoices for payment for miscellaneous expenses for the division.
    • Maintain, order and distribute central supplies for the division.
    • Track employees and contractor time spent on specific tasks to better manage projects and backlogs.
    • Submit and track access requests through all Agency request systems for new and existing staff.
    • Participate in Enterprise or Audit Projects as assigned or required by the Senior Vice President or other staff.Administrative Support
      • Provide administrative support by performing clerical functions such as arranging conference calls, scheduling meetings, filing, scanning, and proofreading and formatting documents and presentations.
      • Manage calendar in order to manage scheduling and coordinating meetings, as well as, understanding priority of business issues from senior managers to determine when it is appropriate to restructure calendar events.
      • Compose and send out emails on behalf of the SVP and Chief Audit Executive for internal and external clients as needed.
      • Open and review all mail directed to the SVP and Chief Audit Executive, or the applicable audit staff Understand and communicate or compose responses to routine inquiries, and ascertains which items can be delegated to subordinate managers, and forwards appropriate items to manager.
      • Prepare or coordinate travel arrangements for the SVP and Chief Audit Executive and department staff. This includes preparing travel requests, securing lodging, making transportation arrangements (i.e. reserving an Agency car, booking airline flights, trains, etc.), handling registration / registration fees, preparing expense vouchers and submitting to financial management for processing.
      • Daily follow up on work assigned by SVP and Chief Audit Executive or other divisional SVPs to ensure deadlines and goals are met.
      • Ensure all materials for Senior Level and Board meetings are accumulated and organized as requested.
      • Receive and respond to routine correspondence following established procedures not requiring management review.
      • Perform confidential administrative activities to support the SVP and Chief Audit Executive with project or staffing related activities.
      • Coordinate the Business Continuity Documentation and ensure the SVP and Chief Audit Executive always maintains a current disc of the enterprise and division plan for action as needed.
      • Maintain appropriate interpersonal relationships with employees, peers, and customers.Staffing Support
        • Trouble shooting inquiries and scheduling meetings with respect to staffing concerns that rise to the SVP level.
        • Process and quality assure all division tuition reimbursement agreements and preparing general invoices for division employee reimbursements.
        • Finalize arrangements for division staff training sessions (onsite and offsite) when applicable.
        • Special projects, assignments and other duties as assigned.Required Skills
          • Minimum Qualifications: Associates degree in Business Administration or related discipline or at least three years senior level administrative experience in a large office environment with increasing administrative responsibility or an equivalent combination of skills, knowledge and experience.
          • Advanced written communication skill to compose routine letters and to edit and proof business correspondence and reports.
          • Possess the ability for understanding the business acumen in order to effectively communicate business topics and ongoing activities.
          • Understand the commercial lines of business and associated activity.
          • Demonstrated ability to be approachable.
          • High degree of ethical conduct including confidentiality of all matters discussed at the Senior Vice President, Leadership team or staff level matters.
          • Ability to work in and maintain confidentiality.
          • Advanced working knowledge of the Microsoft Office Suite.
          • Knowledge of Tableau presentation software highly desired.
          • This position will support a federal government contract. Applicants must be able to obtain Public Trust security clearance as required of federal government contractors to include a background check conducted by the U.S. Government to determine eligibility and suitability for federal contract employment for public trust or sensitive positions. For this level of clearance, the federal government requires applicants to possess U.S. citizenship. In light of this federal government requirement, PHEAA will be unable to hire applicants without United States citizenship for such positions.Required Experience

Keywords: Pennsylvania Higher Education Assistance Agency, Harrisburg , Executive Secretary (Internal Audits), Administration, Clerical , Harrisburg, Pennsylvania

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