: July 12, 2021
Management, Confidential Professional 2
: Full-time, 40 hours per week
: BOR 21-22
: Applications must be submitted by 5:00pm
(EST) on Tuesday July 27, 2021
Hartford area (location may vary)
Anticipated Start Date:
Perform confidential administrative support for an assigned
executive(s) to contribute to the effective and efficient operation
of the assigned department(s).
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.
Positions in the class receive direction from a senior
executive(s), manager or an Executive Assistant to the President.
May supervise assigned staff.
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.
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
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
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
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
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.
$52,685 to $65,856 (midpoint)
approximate annual plus
excellent State of CT medical insurance, retirement, and related
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
CSCU IS AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER, M/F