Administrative Assistant

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 to support the Dean's Office for the Ancell School of Business Dean's Office, located on the Westside Campus on Lake Avenue in Danbury, CT. 

POSITION HIGHLIGHTS:

• Working in an energetic, fast-paced office
• 40 hours per week
• Monday - Friday
• 8:00am - 4:30pm (Occasional evening and/or weekend work may be required)

THE ROLE:

The individual in this role will be responsible for the full range of administrative support duites 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 Ancell School of Business department staff.  The focus is on administrative activities which requires an advanced level of confidentiality, accountability and problem solving.

In order to comply with Public Act 21-69, the State of Connecticut is no longer asking for resumes during the initial application process.  Please ensure that your application is complete prior to submitting.  NOTE: At any point during the recruitment process, applicants may be required to submit additional documentation which support their qualification(s) for this position. These documents may include: a cover letter, resume, performance reviews, supervisory references, attendance records, etc., at the discretion of the hiring agency. Questions about these required documents should be directed to the hiring agency's human resources office: Hrpositions@wcsu.edu.

This posting may require completion of additional referral questions (RQ’s) which will be sent to you via email after the closing date. Please regularly check your email for notifications, including your SPAM/JUNK folders. You must reply by the deadline indicated on the notification or you will be automatically disqualified from consideration.

Interviews will be limited to candidates whose experience and training most closely meet the requirements and preferred qualifications of the position.

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 das.shrm@ct.gov.

NOTE:  Due to the volume of applications anticipated, we are unable to provide confirmation of receipt or status during the recruitment process.  Updates will be provided through your JobAps portal account.

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:

• TYPING:
  • Using computers, tablets, and 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.
• FILING:
  • Designs office filing systems;
  • Organizes and maintains files (including confidential files);
  • Maintains, updates and reviews references materials and manuals.
• CORRESPONDENCE:
  • Composes complex letters and/or memoranda, etc. (e.g., explaining department practices and/or policies) for own or manager's signature.
• REPORT WRITING:
  • Researches and assembles information from a variety of sources and prepares statistical and/or narrative reports;
  • Analyzes information and may make recommendations.
• 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).
• PROCESSING:
  • Screens letters, memos, reports and other materials to determine action required;
  • May make recommendations to supervisor.
• 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 and/or meeting minutes;
  • Prepares expense accounts;
  • Makes travel arrangements.
• 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;

Duties specific to this position include, but are not limited to:

• Calendar management;
• Processing/screening/answering mail, email, telephone and voicemail, and other correspondence for the Dean; 
• Assisting with tracking budgets and initiate purchase requests; 
• Processing travel and conference paperwork; 
• Collaborating on improvements to office processes, information management, and communications with students, faculty, staff, and the public; 
• Assisting with payroll and department scheduling; 
• Greeting individuals in a professional manner and screen for urgent and non-urgent matters; 
• Maintaining confidentiality; 
• Managing record-keeping for programs; 
• Supporting report writing; 
• Arranging/coordinating meetings and take minutes;
• Ordering/maintaining office supplies. 
• Advanced experience with Microsoft Office Suite, including Word, Excel, Outlook & PowerPoint.  
• Microsoft Teams experience is desired.

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

Four (4) years of 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.

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.