Administrative Assistant

Details:

Posted : July 12, 2021
Level: Management, Confidential Professional 2
Hours : Full-time, 40 hours per week
Job Posting : BOR 21-22
PC#: TBD
Closing Date : Applications must be submitted by 5:00pm (EST) on Tuesday July 27, 2021

Location:

Hartford area (location may vary)

Anticipated Start Date:

August/September 2021

Position Summary:

Perform confidential administrative support for an assigned executive(s) to contribute to the effective and efficient operation of the assigned department(s).

Distinguishing Characteristics:

Positions allocated to this class perform skilled, confidential administrative support tasks for an executive or multiple executives at a CSCU campus, the College Office of CT State Community College, or at the CSCU System Office. For those at the System Office, the Administrative Assistant may support multiple departments or divisions. Support services typically are provided for such executives of major functions such as Academic and Student Affairs, Finance and Administration, Facilities, Legal Affairs, Human Resources & Labor Relations, Information Technology and the President’s Office.

Positions allocated to the class are distinguished from administrative support classes in the State’s classified system by virtue of the technical and professional level of assigned duties which may include compiling complex data and preparing reports for boards and legislative groups, contacting and receiving high level officials from government and industry and maintaining strictest confidence. The positions are distinguished from positions in the Executive Assistant to the President class in that these positions focus on skilled administrative support work while the Executive Assistant to the President class encompasses broad administrative duties sharing in the president’s accountabilities.

Work performed by incumbents in the class can include such tasks as word processing, reception in person and by telephone and the maintenance of records and files. However, the nature of these “clerical” tasks involves confidential materials and contacts and, essentially, the management of an office supporting the administrative functions of one or more executives or senior managers. Preparation of typed materials, for example, may require drafting of correspondence and other materials, compiling and preparing data in logical, useful format and assuring a high degree of document quality representing the executive’s office(s). Additional tasks may include coordination in the scheduling of meetings for leaders across functions, sites and organizations. Ensure meetings are held in a timely way and that all physical locations are reserved and/or virtual attendance tools are in place and communicated to participants. The role will ensure participates are able to attend with a minimum disruption to their schedule, and purpose of the meeting and preparation required is clearly communicated to participants.

Reception tasks involve the requirement to apply courtesy and tact in a manner that portrays the office of the executive in a very positive manner while determining the proper avenues of responding to callers or visitors and, when appropriate, acting on behalf of the executive(s) to recommend the proper course of action for callers or visitors.

Thus, in contrast to positions with a greater “clerical” component, positions in this class focus more on the administration of an office where organizational skills are balanced with clerical skills, but both sets of skills are required to be performed at a substantially higher level.

Supervision Exercised:

Positions in the class receive direction from a senior executive(s), manager or an Executive Assistant to the President. May supervise assigned staff.

Minimum Qualifications:

Successful Candidate must have or must possess:

• Demonstrated ability to produce quality written materials using computer equipment and software
  
  
• Ability 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.
  
  These skills and abilities normally are acquired through a combination of experience and training in a professionally oriented office setting of three to five years.
  
  

Substitutions Allowed:

Applicants who do not meet the minimum qualifications as stated are encouraged to put in writing precisely how their background and experience have prepared them for the responsibilities of this position and by providing appropriate references. Exceptions to the degree requirements may be made for compelling reasons.

Example of Job Duties:

1. 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.

2. 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.

3. 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.

4. 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.

5. 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.

6. Organizing and maintaining confidential records in both electronic and paper files. Incumbent is expected to locate these files as needed.

7. 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.

8. 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.

9. Assists in developing and administering departmental expense budgets based on established spending needs.

Starting Salary:

$52,685 to $65,856 (midpoint) approximate annual plus excellent State of CT medical insurance, retirement, and related fringe benefits.

Application Instructions:

To apply you must submit a cover letter and resume.

Incomplete applications or those submitted after the closing date will not be considered and links to other sources to view resumes are not acceptable.

All employment, if offered, is contingent upon proof of citizenship or employability under the requirement of the Immigration and Control Act (IRCA) and the successful passing of a background check. CSCU is committed to providing a safe campus community. Background investigations include reference checks, a criminal history record check and, when appropriate, a financial (credit) report or driving history check.

Continuing Notice of Nondiscrimination

CSCU 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, veteran status, sexual orientation, genetic information or criminal record. The following persons have been designated to handle inquiries regarding the non-discrimination policies: Nicholas D'Agostino Director of Equal Employment Opportunity Ndagostino@commnet.edu

CSCU IS AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER, M/F