About CT State

Position Details

Position Summary

Working under the supervision of the President of the CT State Tunxis Campus, the Administrative Assistant provides confidential administrative support to the effective and efficient operation of the President’s Office. 

Essential Duties and Responsibilities

Under the direction of the Campus President, the Administrative Assistant is responsible for effective performance in these essential duties:

Key responsibilities include:

• 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.
• 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preparation may involve obtaining and compiling data from sources such as financial reports, budgets, research or historical documents from previous reporting periods showing how information was portrayed.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.
• 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.
• 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.
• 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.
• Organizing and maintaining confidential records in both electronic and paper files. Incumbent is expected to locate these files as needed.
• 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.
• 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.
• Assists in developing and administering departmental expense budgets based on established spending needs.

This posting outlines qualifications, experience, and skills but is not limited to the full specifications in the official job description.

Minimum Qualifications

A combination of experience and training in a professionally oriented office setting with three (3) or more years of experience.

Required Knowledge, Skills, and Abilities:

• Demonstrated ability to produce quality written materials using computer equipment and software, 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
• Ability to work effectively with individuals from diverse academic, socioeconomic, cultural, and ethnic backgrounds, including individuals with disabilities
• Excellent interpersonal, oral, and written communication skills
• Proficiency with Microsoft Office applications (Word, Excel, PowerPoint, Outlook, Teams)

Preferred Qualifications

• Associate’s degree in Business Administration or related field.
• Five (5) or more years of experience as a secretary or higher.
• Experience providing administrative support to a Dean or higher administrator in higher education.
• Experience with Enterprise Resource Planning (ERP) systems such as Banner student information system.
• Bilingual or multilingual.

Salary and Benefits

• $30.09 hourly 

CT State offers a comprehensive benefits package, including:

• Generous leave policies
• Multiple retirement plan options
• Comprehensive health insurance choices
• Supplemental benefits for retirement and family protection
• Tuition reimbursement (if applicable)

For more information, visit: CSCU - Human Resources - Future Employees. Please refer to the CSCU - CSCU Executive Residency Requirements Policy, which applies to all positions classified as Management/Confidential at the Executive 1 level or higher.

Application Instructions

To apply, submit:

• A cover letter
• A resume

The cover letter may be entered as text in the corresponding box, or it can be uploaded as a combined file with the resume.  

Important Notes:

• Incomplete applications or those submitted after the deadline will not be considered
• Links to external resume sites are not accepted
• Apply online at: www.ct.edu/hr/jobs
• CT State Community College cannot sponsor work visas
• Applicants must be authorized to work full-time in the United States

Background Screening

Employment offers are contingent upon:

• Proof of eligibility to work under the Immigration Reform and Control Act (IRCA)
• Successful completion of a background check, including granting permission to contact current and previous employers for verification, reference checks, criminal history, and, when applicable, credit or driving history checks

CT State is committed to maintaining a safe campus community.

Equity Statement

Connecticut State Community College commits to bold and disruptive change by actively identifying, naming, and dismantling structural racism, systemic poverty, and other barriers; establishing equitable and anti-racist policies and practices; and empowering students, faculty, staff, and administrators to advance racial, social, and economic justice. Our core collective responsibility is to continuously assess practices and policies and transform the world we live in by eliminating inequities.

Continuing Notice of Nondiscrimination

CT State Community College does not discriminate on the basis of age, ancestry, color, national origin, gender identity or expression, genetic information, learning disability, marital status, intellectual disability, physical disability (including but not limited to blindness), present or past history of mental disability, prior criminal record, race, religious creed, sex (including pregnancy and sexual harassment), sexual orientation, retaliation for previously opposed discrimination or coercion, veteran status, victims of domestic violence, sexual assault, and/or trafficking or any other federal or state protected class in its employment, programs, and activities, unless the provisions of Section 46a-80(b) or 46a-81(b) of the Connecticut General Statutes are controlling or there are bona fide occupational qualifications excluding persons in one of the above protected groups. 

For information regarding the nondiscrimination, disability, and Title IX policies/procedures, contact: Nicholas D'Agostino, Director of Equity and Civil Rights, CT State Community College, 185 Main Street, New Britain, CT 06051, 860-612-7075 or [email protected].

CSCC IS AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER.