Administrative Services Assistant 3 (UCP 4)

Location
Stamford, CT
Posted
Feb 24, 2017
Employment Type
Full Time
Institution Type
Four-Year Institution
Job Title: Administrative Services Assistant 3 (UCP 4)
Job ID: 2017379
Location: Stamford Campus
Full/Part Time: Full-Time
Regular/Temporary: Regular

Job Posting

The Stamford Campus at the University of Connecticut is seeking applications for a full-time permanent Administrative Services Assistant 3 (UCP 4) position, operating under the general direction of the Campus Director. This position will provide administrative and analytical support to the Director in a wide variety of areas including, but not limited to: special projects, correspondence, maintenance of the Director's calendar, and problem solving for the day-to-day operations of the Director's Office. The successful incumbent will coordinate activities on the Director's behalf, serve as the liaison between the Director's office and all other offices and constituencies of the University, oversee administrative support to the Director and facilitate Director's office communications, independently identify issues or problems, prioritize tasks and work independently with a high degree of confidentiality.

Detailed Responsibilities of Position:

The incumbent will act as the point person for faculty, staff and other University constituents who support and/or interact with the Director on a day-to-day basis. The incumbent will coordinate workflow, communications, processes and procedures for all work done in direct support of the Director. He/she will participate in staff meetings to ensure that projects and issues are being handled in a timely manner. The incumbent will be the first point of contact for matters of administrative detail and resolve moderately complex concerns/issues as they arise.

The incumbent will anticipate the needs of the Director to ensure optimal workflow and scheduling, exercise sound independent judgment in bringing information and issues to the direct attention of the Director and provide direct assistance or refer matters to others when appropriate.

The incumbent will manage the Director's time by prioritizing and scheduling appointments for the Director's calendar. The incumbent will independently determine the importance of requested meetings and coordinate calendar(s) and complex schedules to accommodate the needs of the Director.

The incumbent will manage the Director's Office general communications, overseeing the review of all incoming correspondence for appropriate routing and handling procedures and/or preparing complex correspondence, reports, documents and spreadsheets in connection with the Stamford Campus.

The incumbent will prepare detailed briefing materials for the Director prior to meetings by providing pertinent facts, data and other background information for meetings, reports, inquiries, agendas and presentations. Additionally, the incumbent may organize the Director's Committees and participate in Executive Committee meetings for note-taking, transcription and tracking of assignments made to others for actions to be taken on the Director's behalf, ensuring that deadlines for responses are met.

The incumbent will exercise independent judgment to perform special assignments as requested by the Director. The incumbent will resolve, research, assess, and refer problems, often of a sensitive or confidential nature.

Other various responsibilities of the incumbent may include: general administrative support, authorization of purchases and payments (within prescribed limits of authority) using the Pro Card system within the university, scheduling of all travel arrangements and the planning of travel itineraries for the Director (including the completion of accounts for the Director's travel, automobile mileage and corresponding reimbursement). The incumbent will assist with campus events in an administrative capacity; provide support in the interviewing, hiring and supervision of office support staff; generally, oversee and maintain the Director's Office filing system; screen telephone calls and visitors; cover the reception area when necessary; and manage other related administrative duties as required.

Minimum Qualifications:
  • Bachelor's degree or equivalent combination of education and experience including 4-8 years' experience in a progressively responsible administrative support position
  • Organizational and supervisory ability
  • Excellent interpersonal skills and ability to work effectively with the department/University staff and other individuals and groups
  • Ability to resolve administrative problems efficiently, effectively and independently
  • Excellent written communication skills for preparing correspondence, documents and reports, utilizing correct spelling, grammar, and punctuation
  • Demonstrated administrative experience with abilities to set priorities, organize and coordinate an office operation, anticipate needs, work under the pressure of deadlines and exercise good judgment, particularly with sensitive or confidential matters
  • Strong self-motivation skills for independently establishing effective working relationships with various organizations and faculty and staff at all levels of the organization and demonstrated ability to work as a member of a team
  • Experience scheduling appointments and coordinating calendars
  • Experience in working with standard word processing, spreadsheet, calendar and email programs; familiarity with database programs

Preferred Qualifications:
  • Bachelor's degree
  • Previous higher education experience at a large University
  • Extensive, related analytical and administrative experience in an executive-level office;
  • Experience in working with financial management systems (e.g. Kuali Financial Systems) and student administration and HR management systems (e.g. Peoplesoft)
  • Experience in coordinating travel arrangements

Appointment Terms

The University offers outstanding benefits including employee and dependent tuition waivers at UConn, and a highly desirable work environment. Salary is commensurate with experience and qualifications.

To Apply

Please submit a letter of application, resume and a list of three names and contact information for professional references. Applications should be submitted electronically through UConn Jobs. Screening of applications will begin immediately. Employment of the successful candidate will be contingent upon the successful completion of a pre-employment criminal background check. (Search 2017379)

This job posting is scheduled to be removed at 11:59 p.m. Eastern time on March 21, 2017.

All employees are subject to adherence to the State Code of Ethics which may be found at http://www.ct.gov/ethics/site/default.asp.

The University of Connecticut is committed to building and supporting a multicultural and diverse community of students, faculty and staff. The diversity of students, faculty and staff continues to increase, as does the number of honors students, valedictorians and salutatorians who consistently make UConn their top choice. More than 100 research centers and institutes serve the University's teaching, research, diversity, and outreach missions, leading to UConn's ranking as one of the nation's top research universities. UConn's faculty and staff are the critical link to fostering and expanding our vibrant, multicultural and diverse University community. As an Affirmative Action/Equal Employment Opportunity employer, UConn encourages applications from women, veterans, people with disabilities and members of traditionally underrepresented populations.

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