Connecticut StateDepartment of Administrative Services

Administrative Assistant

Recruitment #221109-3591CL-001


Western Connecticut State University (WCSU) is a constituent unit of the Board of Regents for Higher Education (BOR), Connecticut State 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 a full-time Administrative Assistant for Western Connecticut State University's Dean's Office for the School of Visual & Performing Arts located on the Westside Campus at 43 Lake Avenue Extension, Danbury, CT.  The School of Visual & Performing Arts comprises the departments of Art, Music and Theatre Arts. Work hours will be Monday - Friday 8:00 a.m. – 4:30 p.m.  Occasional evening and/or weekend work may be required. 

The incumbent in this role will be responsible for the full range of administrative support duties for the Dean’s Office, serving as a first point of contact for students, faculty, and staff, as well as a wide variety of functional coverage and back-up support as needed to the School of Visual & Performing Arts department staff.  The focus is on administrative activities, which requires 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 Dean; 
  • Assist with tracking budgets and initiate purchase requests; 
  • Process travel and conference paperwork; 
  • Collaborate on improvements to office processes, information management, and communications with students, faculty, staff, and the public; 
  • Assist with payroll and department scheduling; 
  • Greet individuals in a professional manner and screen for urgent and non-urgent matters; 
  • Maintain confidentiality; 
  • Manage record-keeping for programs; 
  • Support report writing; arrange/coordinate meetings and take minutes, and order/maintain office supplies. 
NOTE:  Advanced experience with Microsoft Office Suite, including Word, Excel, Outlook & PowerPoint. Microsoft Teams experience is desired.

WCSU offers a comprehensive benefits package. Additional information on benefits can be found at

Selection Plan

To comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process.   Applicants must meet the minimum qualifications as indicated to apply for this position.  NOTE:  You will be unable to make revisions once you submit your application for this posting to the JobAps system.

At any point during the recruitment process, applicants may be required to submit additional documentation which support their qualification(s) for this position.  This posting may require completion of additional referral questions (RQs). You can access these RQs via an email that will be sent to you after the posting's closing date or by visiting your JobAps Personal Status Board (Certification Questionnaires section). Your responses to these RQs must be submitted by the question's expiration date. Please regularly check your email and JobAps Personal Status Board for notifications. Please check your SPAM and/or Junk folders on a daily basis in the event an email provider places auto-notification emails in a user's spam. 

Interviews will be limited to candidates whose experience most closely meet the preferred requirements of the position.  Applicants invited to interview may be required to submit additional documentation, which may include: a resume, 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:

All application materials must be received by the recruiting agency by the time specified on the job opening for the position for which you are applying. Late applications may not be submitted and will not be considered. Exceptions are rare and limited to documented events that incapacitate a candidate during the entire duration of the job posting time period.  It is the candidate’s obligation and responsibility to request an exception and provide a legally recognized justification to accommodate such exception.  Requests should be made to


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 materials:
  • Excellent written and verbal communication skills;
  • Experience with front-end reception & providing excellent customer service;
  • Attention to detail, accuracy and proofreading skills;
  • Proficiency in Microsoft Office including Outlook, Excel, Word, Teams and PowerPoint;
  • Experience with handling confidential materials/data;
  • Experience in Higher Education and Banner;
  • Experience with budgets;
  • Supervisory experience.



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

The State of Connecticut is an Affirmative Action/Equal Opportunity Employer and strongly encourages the application of women, minorities and persons with disabilities.