CSCU Administrative Assistant Job Windham area,Connecticut USA,Administrative/Clerical

CSCU Administrative Assistant

Eastern Connecticut State University is seeking a qualified candidate to fill the CSCU Administrative Assistant position. Eastern is Connecticut’s Public Liberal Arts University and is located in Willimantic, Connecticut which is 1.5 hours from Boston and 2.5 hours from New York City. Eastern is one of four universities in the Connecticut State College and University System (CSCU). The position also offers substantial health and retirement benefits.

Job Summary

Perform confidential administrative support for an assigned executive(s) to contribute to the effective and efficient operation of the assigned department(s).

Distinguishing Characteristics

Positions allocated to this class perform skilled, confidential administrative support tasks for an executive or multiple executives at a CSCU campus, the College Office of CT State Community College, or at the CSCU System Office. For those at the System Office, the Administrative Assistant may support multiple departments or divisions. Support services are typically provided for such executives of major functions such as Academic and Student Affairs, Finance and Administration, Facilities, Legal Affairs, Human Resources & Labor Relations, Information Technology and the President’s Office.

Positions in this class are distinguished from administrative support classes in the State’s classified system by virtue of the technical and professional level of assigned duties which may include compiling complex data and preparing reports for boards and legislative groups, contacting and receiving high level officials from government and industry and maintaining strictest confidence. They are also distinguished from the Executive Assistant to the President class, which focuses on broad administrative duties sharing in the president's accountabilities.

Work performed by incumbents can include word processing, reception in person and by telephone and the maintenance of records and files. However, these “clerical” tasks involve confidential materials and contacts, and the role involves managing an office supporting the administrative functions of one or more executives or senior managers. The role requires drafting correspondence, compiling data, coordinating meeting schedules, ensuring timely and well‑communicated meetings, and applying courtesy and tact in all interactions.

Supervision

Exercised

Positions in the class receive direction from a senior executive(s), manager or an Executive Assistant to the President. May supervise assigned staff.

Essential Duties

Reception – Screen in‑person visitors, inbound emails and telephone callers to determine urgency and proper action, represent the executive’s office courteously and tactfully, and react quickly to emergencies.

Preparation of correspondence and reports – Compose letters and other correspondence for signature, prepare confidential or sensitive documents of high quality, and compile and calculate data for financial, budgetary or other reports.

Maintenance of schedules and online calendars – Set in‑person or virtual meetings, arrange for conference rooms, technical setups and refreshments, and prepare/send meeting notices, agendas and packets.

Video and audio call management – Schedule and operate Web Ex and Microsoft Teams meetings, demonstrating proficiency with meeting tools and willingness to learn new skills.

Committee support – Schedule meetings, post agendas and materials, record proceedings and minutes, and engage committee members in compliance with the Freedom of Information Act.

Organizing and maintaining confidential records – Manage electronic and paper files, ensuring easy retrieval.

Performing specialized functional tasks – Provide specialized support according to the functional area under the executive’s management.

Procurement and vendor management – Develop and submit procurement requisitions, manage vendor invoices, place orders for office supplies and other goods based on approved purchase orders.

Assist in budgeting – Help develop and administer departmental expense budgets based on established spending needs.

Qualifications

Demonstrated ability to produce quality written…


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