CSCU Administrative Assistant

Connecticut State Community College•Waterbury, CT

4d•Onsite

About The Position

Perform confidential administrative support for an assigned executive to contribute to the effective and efficient operation of the assigned department. This role involves managing reception duties, preparing correspondence and reports, maintaining schedules, operating video and audio calls, supporting committee staffing, organizing confidential records, developing procurement requisitions, and assisting with departmental expense budgets.

Requirements

A combination of experience and training in a professionally oriented office setting with three (3) or more years of experience.
Demonstrated ability to produce quality written materials using computer equipment and software, to produce spreadsheets using associated software
Demonstrated ability to meet personally with a variety of people as a representative of the CSCU System
Strong organizational skills to maintain an orderly and efficient office operation
Ability to work effectively with individuals from diverse academic, socioeconomic, cultural, and ethnic backgrounds, including individuals with disabilities
Excellent interpersonal, oral, and written communication skills
Proficiency with Microsoft Office applications (Word, Excel, PowerPoint, Outlook, Teams)

Nice To Haves

Associate's degree or higher in Business Administration or related field.
Five (5) or more years of experience as a secretary or higher.
Recent experience supporting a senior‑level executive in a higher education or similarly complex organizational environment, including managing confidential and sensitive information.
Advanced experience managing complex calendars, coordinating meetings and events.
Experience with finance-related tasks, including Banner proficiency; budgeting; obtaining vendor quotes; submitting purchase requisitions; coordinating vendor services; and tracking expenses.
Experience with scheduling and planning events using EMS (events management software); engaging with external community partners to meet their needs; executing facilities use agreements, and coordinating with appropriate campus support services.
Experience with handling high volume office work, which includes being highly responsive to critical operational events.

Responsibilities

Screening in-person visitors, in-bound emails and telephone callers to determine the nature and urgency of matters and whether the executive(s) should be the one(s) to respond or if the matters should be referred elsewhere or if the incumbent is best able to respond.
Representing the executive(s) office in a highly courteous and tactful manner, thus conveying the professionalism of the office.
Reacting quickly in the event of emergencies to communicate to required parties on the campuses and/or at system office about the nature of the situation and actions needed.
Composing letters and other correspondence either for the executive manager’s signature or for the incumbent’s own signature, which may be of a confidential or sensitive nature.
Obtaining and compiling data from sources such as financial reports, budgets, research or historical documents from previous reporting periods showing how information was portrayed.
Making calculations of numerical data such as costs, enrollment, employee numbers or similar information.
Setting in-person or virtual meeting schedules, arranging for individual meetings with the executive(s) and making such meeting arrangements as conference room reservations, technical arrangements and refreshments as well as preparing and sending meeting notices.
Preparing meeting agendas and packets of meeting materials.
Scheduling and operating video and audio calls using the system’s platforms--WebEx and Microsoft Teams.
Supporting 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.
Locating confidential files as needed.
Developing and submitting procurement requisitions on behalf of the requesting department/division in the preparation of purchase orders.
Managing vendor invoices for payment processing.
Placing orders for office supplies, meeting materials, and other goods and services as needed based on approved vendor purchase orders.
Assisting in developing and administering departmental expense budgets based on established spending needs.