Secretary ; Eastern Connecticut STATE University

Job Summary

We are recruiting for a Secretary 2 to support the Department of Psychological Science at Eastern Connecticut State University (ECSU), located in Willimantic, CT.

The State of Connecticut offers a competitive benefits plan, professional growth and development opportunities, and a healthy work life balance.

• Manage multiple calendars, faculty schedules, and task flow while prioritizing office workflow.
• Provide support to department chairs and coworkers.
• Process facility work requests.
• Prepare professionally written materials, including fliers, letters to students, staff memos, and other documents.
• Administer student course evaluations.
• Manage phone calls, emails, and in‑person questions.
• Complete paperwork and forms for faculty hiring, reimbursements, and travel.
• Schedule and plan departmental events.
• Process departmental purchasing.
• Maintain timely email communications, confidentiality of records, and other information such as student and personal records.
• Use computers, tablets, and other electronic equipment to format and type correspondence, reports, bills, drafts, etc. from rough drafts, transcription, or dictated notes.
• Proofread and edit for content, grammar, punctuation, and spelling.
• Design office filing systems and organize and maintain files, including confidential ones.
• Maintain, update, and review reference materials and manuals.
• Compose complex letters and memoranda for own or supervisor’s signature.
• Compile information from various sources and prepare narrative or statistical reports, exercising judgment in selecting items.
• Greet and direct visitors; answer phones and screen incoming calls.
• Provide advice to callers regarding policy and procedures; coordinate with others within and outside the organization on a variety of non‑routine matters.
• Screen letters, memos, reports, and other materials to determine action required; make recommendations to supervisor.
• Arrange and coordinate meetings, including space and equipment; assemble and coordinate meeting materials.
• Write minutes from meetings, lectures, conferences, from rough draft; take notes or meeting minutes.
• Prepare expense accounts; make travel arrangements.
• Maintain inventory of supplies and equipment; order supplies when necessary.
• Process purchasing paperwork; maintain time and attendance records; assist in preparing and monitoring the office budget; design and initiate new forms and procedures to facilitate workflow.

• Knowledge of office systems and procedures, proper grammar, punctuation, and spelling.
• Knowledge of business communications, department policies and procedures, and business math.
• Interpersonal skills, oral and written communication skills.
• Ability to schedule and prioritize office workflow.
• Operates office equipment including computers, tablets, and other electronic equipment, and uses office suite software.
• Ability to take notes using shorthand or speed writing as required.

• Three years of experience above the routine clerk level in office support or secretarial work.
• One year of the general experience must have been as a Secretary 1 or its equivalent.
• College training in the secretarial sciences may substitute for the general experience on the basis of fifteen semester hours equaling one‑half year of experience up to a maximum of two years.

• Proficiency in organization and management of multiple calendars, faculty schedules, and task flow.
• Experience multitasking and tracking task priorities.
• Proven experience with Word, Excel, Outlook, and other Microsoft Applications.
• Experience working independently.
• Quick learner of university technology applications such as Adobe Sign, eBanner, Core‑CT, EMS Scheduler, eReports, and Web Focus.
• Experience comprehending academic programs to assist with basic questions.
• Experience interacting with faculty, staff, and students.
• Proven professional demeanor, punctuality, and consistent attendance.

The State of Connecticut is an equal opportunity/affirmative action employer and strongly encourages applications from women, minorities, and persons with disabilities.