Administrative Assistant V (1.0)

Wesleyan University, founded in 1831, is a diverse, energetic liberal arts community where critical thinking and practical idealism go hand in hand.

Position Details
The Vice President for Information Technology and Chief Information Officer provides leadership for the development and delivery of world class computing and digital support to Wesleyan University faculty, staff, and students. TheOffice of the CIO partners with academic and administrative departments to advance and leverage technology and innovation for the university.

Reporting to the Vice President for Information Technology and Chief Information Officer, the Administrative Assistant V provides confidential and administrative support to the Vice President, Associate Vice President, ITS Directors, and other ITS staff.

Responsibilities include:

• Serve as liaison to Financial Planning for departmental budgetary matters; manage/reconcile purchasing card, A/P vouchers, travel reimbursements and other financial transactions as needed.
• Provide regular budget reporting, analysis and recommendation to VP.
• Maintain confidential information on behalf of the VP with tact and discretion.
• Manage the ITS office for the VP (calendar, schedule, logistics, supplies, budget, and website information/resources).
• Provide general administrative support that may include drafting and preparing final versions of documents and correspondence, developing spreadsheets and reports, development and distribution of meeting agendas and minutes.
• Assist with the coordination and logistics for department events, conferences, vendor communication and job candidate visits to include scheduling, publicity, room reservations, travel and catering arrangements as needed.
• Coordinate recordkeeping and payroll processing for departmental student workers.
• Update and maintain ITS department websites.
• Participate in functional testing of software upgrades and implementations.
• Other duties as assigned.

This position is in the secretarial/clerical bargaining unit. This position works 35 hours per week for 52 weeks for a total of 1820 hours.

This position is a hybrid position with on-campus and remote work schedules.

Remote work is only considered for residents of MA, VT, NH, ME, CT, RI, or NY. (Relocation assistance to CT is available for those who qualify).


Minimum Qualifications
Associate degree and a minimum of six years of related administrative support or program coordination or similar experience or an equivalent combination of education, training, and experience.

Demonstrated experience with budget management including basic budget analysis.

Demonstrated expertise in Office 365 (Word, Excel, PowerPoint, Outlook, Teams and SharePoint) including specifically managing SharePoint and Team sites, and analyzing budgets in Excel.

Experience working in ERP systems and database management systems (including creating detailed reports).

Demonstrated experience managing electronic calendars.

Familiarity with user testing of software.

Experience creating spreadsheets and drafts of documents including correspondence.

Excellent customer service skills and proven professionalism when interacting with others.

Experience with database management systems (including creating detailed reports).

Demonstrated experience managing event logistics.

Demonstrated ability to work collaboratively in a team.

Demonstrated ability to work autonomously and independently, prioritize and manage multiple projects simultaneously, and follow through in a timely manner.

Effective communication, interpersonal, organizational, and presentation skills.

Must be comfortable working adapting to new tools and technologies
Proven experience working with confidential information and exercising good judgment in dealing with colleagues and the public.

Demonstrated commitment to work within a diverse environment and interact collegially with individuals of different backgrounds.


Preferred Qualifications
Experience in a technology-oriented department.

An understanding of technology terminology.

Demonstrated proficiency with PC, Mac systems and Workday.

Expertise in using content management systems to update websites.
Special Instructions to Applicants
Position is open until filled. For full consideration please apply by April 12, 2023 when first review of applications will begin
Additional Information
All offers to external applicants are contingent on the candidate’s completion of apre-employment background check screeningand computer skills assessment to the satisfaction of Wesleyan University.

WesleyanUniversity requires proof of COVID -19vaccination andbooster(if eligible under CDC guidelines) or an approvedexemptionprior to first day of employment.

Wesleyan University, located in Middletown, Connecticut, does not discriminate on the basis of race, color, religious creed, age, gender, gender identity or expression, national origin, marital status, ancestry, present or past history of mental disorder, learning disability or physical disability, political belief, veteran status, sexual orientation, genetic information or non-position-related criminal record. We welcome applications from women and historically underrepresented minority groups. Inquiries regarding Title IX, Section 504 or any other non-discrimination policies should be directed to Vice President for Equity and Inclusion, Title IX and ADA/504 Coordinator. Wesleyan University complies with the Clery Act and maintains records of campus crime statistics and security policies. Copies of Wesleyan University?s Clery Act Report are available on request and online at http://www.wesleyan.edu/publicsafety/compliance.html.