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. The position also offers substantial health and retirement benefits.

Job Summary

Perform confidential administrative support for one or more assigned executives 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 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.

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. This may involve screening in-person visitors, inbound emails, and telephone callers to determine the nature and urgency of matters and whether the executive(s) should respond or if the matter should be referred elsewhere or if the incumbent is best able to respond. The incumbent represents the executive(s) office in a highly courteous and tactful manner and is prepared to react quickly in emergencies and communicate to required parties on the campuses and/or at the system office about the nature of the situation and actions needed.

Preparation of correspondence and reports. This task involves composing letters and other correspondence either for the executive manager’s signature or for the incumbent’s own signature. Correspondence may be of a confidential or sensitive nature and is expected to be of a quality that represents the executive’s office favorably. Report preparation may involve obtaining and compiling data from sources such as financial reports, budgets, research or historical documents from previous reporting periods and making calculations of numerical data such as costs, enrollment, employee numbers or similar information.

Maintenance of schedules and online calendars for the executive(s) to whom assigned. This involves setting in-person or virtual meeting schedules, arranging individual meetings with the executive(s), and making conference room reservations, technical arrangements, and refreshments as well as preparing and sending meeting notices. The task may also involve preparation of meeting agendas and packets of meeting materials.

Schedule and operate video and audio calls using the system’s platforms—Web Ex and Microsoft Teams. Proficiency with meeting tools and willingness to learn new skills in this area is required.

Support the executive in staffing of Board/Campus committees, including scheduling of meetings, posting of agendas and meeting materials, recording of meeting proceedings and writing of minutes, supporting committee member engagement, etc., in compliance with established policies and practices including the Freedom of Information Act.

Organizing and maintaining confidential records in both electronic and paper files. Incumbent is expected to locate these files as needed.

Performing specialized functional tasks. These tasks vary according to the functional areas under the management of the executive(s) but require a specialized area of skill and ability and a familiarity with the functional services provided.

Develops and submits procurement requisitions on behalf of the requesting department/division in the preparation of purchase orders. Manages vendor invoices for payment processing. Places orders for office supplies, meeting materials, and other goods and services as needed based on approved vendor…