Administrative Assistant III, Auxiliary Services

Wesleyan University, founded in 1831, is a diverse,energetic liberal arts community where critical thinking and practical idealism go hand in hand.

Reporting to the Director of Auxiliary Services, the Administrative Assistant III – Auxiliary Services provides administrative and operational support for the day-to-day functions of the Auxiliary Services office. This position supports multiple Auxiliary Services program areas and works collaboratively with University departments, students, faculty, staff, and external partners.

The Administrative Assistant III serves as a primary point ofcontact for the office and supports financial transactions, office operations, Wes Card services, event and space reservations, facilities requests, and other administrative processes. The position requires strong organization, attention to detail,customer service, and the ability to manage multiple priorities ina fast-paced environment.

• Provide day-to-day administrative and operational support across Auxiliary Services program areas, including support for contracted service partners such as Bon Appetit and RJ Julia.
• Serve as a point of contact for students, faculty, staff, visitors, contractors and other constituents by phone, email and in-person; respond to routine inquiries and appropriately direct more complex requests.
• Coordinate day-to-day office operations, including monitoring and ordering supplies, maintaining inventory, and supporting procurement activities.
• Provide frontline support for office equipment (e.g.,printers), including basic troubleshooting, assessing issues, and coordinating service or repair when needed.
• Submit, monitor, and follow up on facilities-related work orders with Physical Plant, ensuring timely resolution through clear, professional communication and coordination; prioritize requests effectively, track progress, communicate status and resolution to internal stakeholders and service partners.
• Maintain accurate records and documentation and perform administrative and operational workflows in Workday and related systems to support efficient day-to-day operations.
• Perform budget processing and reporting, including processing vouchers, invoices, staff purchasing card transactions for multiple department accounts; assist Director with budget reviews, billing, forecasting and annual budget reallocation within Workday financial system.
• Prepare weekly facility billing and internal catering billing reports.
• Monitor and respond to Wes Card replacement ; create replacement identification cards for faculty, staff, students, and contractors; and maintain accurate replacement card information in Transact.
• Support Wes Card Services Manager during peak times at the beginning and ending of each semester.
• Support the Events and Conferences team including monitoring the EMS Reservations email inbox; scheduling all no-needs events and information tables, consulting with Events and Conferences team on complex reservation and conference requests.
• Process Middletown Cash, conference deposits and payments and vendor check deposits through Workday.
• Process and monitor weekly submissions of all student timesheets.
• Other duties as assigned.

This is an on-campus position.

This position is in the secretarial/clerical bargaining unit and works 1,820 hours per year. Occasional evening, weekend, and holiday work may be required based on operational needs.

Compensation: $27.87-$29.87

Work Location:

On Campus

All offers to external applicants are contingent on the candidate’s completion of a pre-employment background check screening to the satisfaction of Wesleyan University.

• Associate’s degree and two years of related administrative or operational experience, or an equivalent…