Secretary 2

State of Connecticut•Danbury, CT

1d•Onsite

About The Position

Western Connecticut State University is recruiting a full-time Secretary 2 to support the Education & Educational Psychology Department at its Midtown Campus in Danbury, Connecticut. The role performs a full range of secretarial support functions and provides functional coverage and backup support to staff as needed. The Secretary 2 serves as a welcoming, student-centered first point of contact for students, faculty, and staff, and supports the Department Chairperson and department faculty. The position is full-time, 40 hours per week, on the first shift, Monday through Friday, from 8:00 a.m. to 4:30 p.m., in an energetic, fast-paced environment. Duties include calendar management; preparing and processing contracts, time sheets, forms, requisitions, honorariums, and reports; maintaining budget accounts and tracking P-card activity; composing and proofreading correspondence; managing office supplies and maintenance requests; assisting students with permissions and overrides through Banner in consultation with the Chairperson; handling applications and materials for annual department events; and maintaining syllabi, course evaluation links, and other department information in centralized online locations. The role also compiles information for reports and prepares, tracks, and distributes reports. The job class independently performs secretarial support functions requiring understanding of organizational policies and procedures. General class duties may include typing and editing correspondence and reports, maintaining filing systems and reference materials, greeting and directing visitors, answering and screening calls, coordinating with internal and external contacts, arranging meetings and travel, taking meeting notes or minutes, processing purchasing paperwork, maintaining time and attendance records, and assisting with office budget monitoring.

Requirements

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 secretarial sciences may substitute for general experience at 15 semester hours for one-half year of experience, up to a maximum of two years.
Considerable knowledge of office systems and procedures, grammar, punctuation, spelling, business communications, unit policies and procedures, and business math.
Interpersonal skills and oral and written communication skills.
Ability to schedule and prioritize office workflow; operate computers, tablets, other electronic equipment, and office suite software; and take notes using shorthand, speedwriting, or another method acceptable to the supervisor.

Nice To Haves

Clear and effective written and spoken communication.
Pleasant telephone and reception demeanor.
Strong attention to detail, accuracy, and thorough review of work.
Experience with Microsoft Office, including Excel, Outlook, Teams, and Word.
Budgeting experience.
Experience with Banner.
Customer service experience.
Front desk reception experience.
Office management experience.

Responsibilities

Serve as a welcoming, student-centered first point of contact for students, faculty, and staff.
Provide support to the Department Chairperson and general support to department faculty.
Manage calendars.
Generate, process, maintain, and file contracts for part-time faculty and outside agencies.
Administer time sheets through Core-CT.
Prepare honorariums, faculty workload forms, travel forms, and purchase requisitions.
Track P-card activity and maintain budget accounts.
Create correspondence and proofread correspondence prepared by the Chairperson or others in the department.
Submit maintenance requests and order and maintain office supplies.
In consultation with the Chairperson, grant permissions and overrides to students through Banner.
Accept applications, documents, and checks for annual department events.
Collect syllabi and other department documents and maintain them in a centralized online location.
Create and distribute course evaluation links and maintain the information in a centralized online location.
Compile data for report preparation and prepare, track, and distribute reports.
Perform secretarial duties such as typing and editing materials, maintaining files, greeting visitors, answering and screening calls, coordinating meetings, taking notes or minutes, and processing purchasing and office paperwork.