Administrative Assistant (Part-Time)

Western Connecticut State University (WCSU) is a constituent unit of the Board of Regents for Higher Education (BOR), Connecticut Sate Colleges and Universities.  As one of the State of Connecticut institutions of higher learning, this university offers undergraduate and graduate programs that weave together liberal arts and professional education and instill a desire for life-long learning.

We are recruiting for Western Connecticut State University's Office of Academic Affairs located on the Midtown Campus at 181 White Street, Danbury, CT.  Work Hours/Schedule will be part-time 20 hours per week - Monday – Friday 10:00 a.m. - 2:00 p.m. The incumbent will be responsible for the full range of administrative support duties for Academic Affairs, serving as a first point of contact for students, faculty, and staff. 

The focus is on administrative activities, which require an advanced level of confidentiality, accountability, and problem solving.  Duties include, but are not limited to: calendar management, processing/screening/ answering mail, email, telephone and voicemail, and other correspondence for the Associate Vice President for Academic Affairs; records management for all academic programs; support for report writing; and troubleshooting, arranging and coordinating meetings.  Assist in maintaining logs of incoming/outgoing forms and facilitating the completion of various aspects of personnel paperwork. Provide back-up administrative support to the Provost as needed.  Advanced experience with Microsoft Office Suite, including Word, Excel, Outlook & PowerPoint. WordPress is desired.

WCSU offers a comprehensive benefits package. Additional information on benefits can be found at www.wcsu.edu/hr/benefits/. 

All applicants must include a resume within the "Resume Tab" of their application with their submission.  Applicants invited to interview may be required to submit additional documentation, which supports their qualification(s) for this position.  These documents may include:  performance reviews, supervisory references, college transcripts, licensure, etc., at the discretion of the hiring agency.

Should you have questions pertaining to any phase of this recruitment, please contact the hiring agency's human resources office: Hrpositions@wcsu.edu.

In a state agency this class is accountable for independently performing the most complex tasks in providing both office administration and secretarial support for a major program.

Performs the most complex office administrative duties as described in the following areas:

1. TYPING: Using a personal computer or other electronic equipment, formats and types a full range of correspondence, reports, bills, drafts, etc. from rough draft, transcription, dictated notes, etc.; proofreads for content; edits using knowledge of grammar, punctuation and spelling.

2. FILING: Designs office filing systems; organizes and maintains files (including confidential files); maintains, updates and reviews references materials and manuals.

3. CORRESPONDENCE: Composes complex letters and/or memoranda, etc. (e.g. explaining department practices and/or policies) for own or manager's signature.

4. REPORT WRITING: Researches and assembles information from a variety of sources and prepares statistical and/or narrative reports; analyzes information and may make recommendations.

5. INTERPERSONAL: Acts for manager by interpreting established policies and procedures, etc.; troubleshoots by relieving manager of as much administrative detail as possible; acts for and regularly makes decisions in manager's absence (within prescribed limits of authority).

6. PROCESSING: Screens letters, memos, reports and other materials to determine action required; may make recommendations to supervisor.

7. PERSONAL SECRETARY: Arranges and coordinates meetings (including space and equipment); researches, assembles and coordinates meeting materials (e.g. charts, graphs, reports); writes minutes of meetings, lectures, conferences, etc. from rough draft; takes notes using shorthand, speedwriting or machine transcription; prepares expense accounts; makes travel arrangements.

8. OFFICE MANAGEMENT: Authorizes purchases and payments (within prescribed limits of authority); develops input and prepares documentation for office and/or department budget; coordinates budget control and monitoring; develops office and/or department procedural manuals; assists in interviewing and hiring office support staff; trains office support staff; may supervise office support staff; performs related duties as required.

Considerable knowledge of office administration and management; considerable knowledge of department and/or unit policies and procedures; considerable knowledge of proper grammar, punctuation and spelling; considerable knowledge of business communications; knowledge of business math; considerable interpersonal skills; ability to operate office equipment which includes personal computers and other electronic equipment; ability to operate office suite software; ability to take notes (shorthand, speedwriting or other method acceptable to manager).

Four (4) years' experience above the routine clerk level in office support or secretarial work.

One (1) year of the General Experience must have been as a Secretary 2 or its equivalent.

College training in the secretarial sciences may be substituted for the General Experience on the basis of 15 semester hours equalling one-half (1/2) year of experience to a maximum of two (2) years.

Preference will be given to applicants who can demonstrate in their application:
1. Excellent written and verbal communication skills
2. Attention to detail, accuracy and proofreading skills
3. Proficiency in Microsoft Office including Outlook, Excel, Word, and PowerPoint, as well as WordPress or similar website software.
4. Experience with front-end reception & providing excellent customer service

AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER

The State of Connecticut is an equal opportunity/affirmative action employer and strongly encourages the applications of women, minorities, and persons with disabilities.