CSCU Administrative Assistant
2 weeks ago
Position Summary:
Perform confidential administrative support for CT State Community College Police Department/Department of Public Safety to contribute to the effective and efficient operation of the assigned department(s).
Example of Job Duties:
Under the direction of the CT State Chief of Police or other Administrator, the CSCU Administrative Assistant is responsible for effective performance in these essential duties:
Reception. This may involve 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. The incumbent is required to represent the executive(s) office in a highly courteous and tactful manner, thus conveying the professionalism of the office. The incumbent should be prepared in the event of emergencies to react quickly and communicate to required parties on the campuses and/or at system office about the nature of the situation and actions needed.Preparation of correspondence and reports. This task may involve 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 which represents the executive’s office in a favorable way. Report preparation may involve obtaining and compiling data from sources such as financial reports, budgets, research or historical documents from previous reporting periods showing how information was portrayed. This may also require 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 such steps as 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. 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--WebEx 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 purchase orders.
Assists in developing and administering departmental expense budgets based on established spending needs.
This posting includes qualifications, experience and skills but is not limited to the full specifications stated in the job description.
Minimum Qualifications:
A combination of experience and training in a professionally oriented office setting of three (3) to five (5) years.
Incumbents are required to have demonstrated advanced knowledge and abilities in the following:
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. Strong skills in Banner and MS Office suite required as well as suite of virtual meeting applications. Candidates must possess proven ability to effectively work with culturally, linguistically, and ethnically diverse faculty, staff, and students. They are expected to have excellent oral and written communication skills along with strong Information technology literacy skills such as Microsoft Office (Word, Excel, Outlook, Teams etc.).
Preferred Qualifications:
Experience providing administrative support to a Director level or higher administrator. Experience in a higher education setting. Experience working in a law enforcement agency.
Starting Salary:
Minimum Salary; $62,829 approximate annual plus excellent State of CT medical insurance, retirement, and related fringe benefits. The salary will be based on the selected candidate’s qualifications such as education and job-related experience, and internal equity.
We offer a comprehensive benefits package to help you stay well, protect yourself and your family, and plan for a secure future. Benefits include generous leave policies; ; and many choices for . You also have access to many additional benefits to save for retirement, protect your family & more with Tuition reimbursement may apply if applicable.
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