Facilities Operations Assistant

CSCU System Office•Hartford, CT

2d•Onsite

About The Position

Supports the effective functioning of the Facilities department by coordinating office operations, facilitating communication among internal and external stakeholders, and assisting with the implementation of facilities-related programs, services, and initiatives. Contributes to departmental efficiency through process support, information management, and operational coordination.

Requirements

Associate degree preferred.
Three (3) years of experience in a professionally oriented office setting.
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.
Skills in MS Office suite required and Banner preferred, as well virtual meeting applications.
Proven ability to effectively work with culturally, linguistically, and ethnically diverse faculty, staff, and students.
Excellent interpersonal oral and written communication skills.
Strong Information technology literacy skills such as Microsoft Office (Word, Excel, Outlook, Teams etc.).

Nice To Haves

Banner preferred

Responsibilities

Provides operational and project support to the Executive Officer for Planning and Technical Services, Capital Budget Administrator, and Directors within Engineering and Facility Planning.
Serves as a primary point of contact for visitors and inquiries, ensuring professional engagement and appropriate routing of requests.
Manages incoming communications, including phone calls and messages, to support timely and accurate information flow within the department.
Oversees the organization, retention, and accessibility of departmental records, reference materials, and archived documents.
Coordinates procurement activities, including preparing requisitions, processing vendor invoices, and managing orders for supplies, materials, and services in alignment with established purchasing protocols.
Administers the CSU Parking Tag Program, maintaining accurate records, issuing authorizations, and communicating updates to campus safety departments.
Administers building access cardkeys (acts as liaison with DAS Security to issue and manage building swipe cards).
Acts as a liaison for building maintenance and service needs, collaborating with the building manager and Facilities staff to address workspace, furniture, ergonomic, and relocation requests.
Provides operational backup for entries into the electronic facility management system during extended absences of the Capital Budget Administrator.
Maintains structured project files and documentation systems, ensuring accurate indexing, organization, and retrieval of materials.
Prepares professional correspondence, reports, meeting summaries, and other written materials based on drafts or direction from Capital Program staff.
Maintains records in both digital and physical formats, ensuring secure handling and timely retrieval.
Reviews documents for accuracy, clarity, and compliance with departmental standards, making minor revisions as needed.
Facilitates communication with senior leadership across the CSU System, including Chancellors, Presidents, and Vice Presidents.
Coordinates meetings, schedules, and logistics; provides support for special projects and committee activities.
Participates in CSCU System Office mail distribution, prioritization, and routing to ensure efficient handling of time-sensitive materials.
Supports asset management activities, including barcoding and tracking of fixed assets.
Schedules and operates virtual meeting platforms (Webex, Microsoft Teams) and adapts to emerging technologies as required.
Obtains and maintains relevant certifications and training, including OSHA Ergonomic Training, Office Professional Certificate, Minute-Taking, Clutter Management, and Property Control.
Oversees fleet vehicle documentation and coordinates vehicle servicing, including off-site transport to and from service providers.
Assists with planning and executing office and departmental relocations.
Performs related duties that support the overall operations and objectives of the Facilities department.