Administrative Assistant to the President
Classification: Professional 2
Job Posted: November 1, 2023
Search Number: MC-004
Southern Connecticut State University is a diverse and student-centered university dedicated to academic excellence, access, and service for the public good. Southern provides a supportive and welcoming environment for all members of its community through a campus wide commitment to social justice. Founded as a teacher’s college in 1893, Southern has evolved over the past century into a comprehensive public university of more than 8,800 students, offering graduate and undergraduate programs in the liberal arts and professional disciplines. It is one of four universities in the Connecticut State Colleges and Universities System. The University is located in New Haven, a city rich with arts and culture, and less than 90 miles from New York City and 140 miles from Boston.
The Administrative Assistant to the President will perform advanced and complex administrative and support services to provide for the effective and efficient operation of the Office of the University President. The Administrative Assistant to the President position reports to the University President or designee. This position usually supervises from one to six full- or part-time staff of such classes as CSU Administrative Assistant, Administrative Operations Assistant, Secretary, or student workers.
The Administrative Assistant to the President is responsible for a range of administrative work in close support of the policy direction of the president of the university. The position is expected to facilitate the operation of the president's office to accommodate the conflicting demands on the president’s time and effectiveness. This includes assisting the president in integrating the efforts of the university's Cabinet and other senior managers as well as helping to foster successful relations with the external community including key government officials, community leaders and parents.
The following examples of duties illustrate the general range of tasks assigned to the position, but are not intended to define the limits of required duties. Other essential duties may be assigned consistent with the general scope of the position.
- Arranging the president’s schedule. This includes setting meeting schedules and appointments with full appreciation for the levels of priority and importance for each action. Thus, an incumbent is required to exercise judgment in setting priorities, determining how critical certain meetings are, the importance of visitors to the university and determining if other offices of the campus can expedite a matter more effectively. This also involves anticipating and making arrangements that will be needed for meetings such as space, visual aids and refreshments.
- Facilitates administration of the president's office. This includes such tasks as assisting in the selection, training and directing the work of the office’s support staff; assuring the quality of work of the support staff; reviewing all incoming material for the president and making decisions about what requires the president’s action, what can be performed by office staff and what should be referred to another office of the university; reviewing documents for the president’s signature for completeness and accuracy; assisting in the administration of budgets and fiscal reporting for the president’s office; assisting the President and or designee in identifying and suggesting solutions to potential problems or conflicts; preparing, monitoring and developing budget reports for the office of the president; locating and organizing materials and information from various sources needed by the president for sound decision making; Organizing materials documenting Honorary Doctorate/CSU Professor nominations, sabbatical leave applications, and promotion and tenure decisions. May assist university Senates to ensure that standing committees are established in conformance with Senate bills and University procedures.
- Preparing correspondence and reports. This involves such actions as performing effective and useful research , where appropriate, in support of key administrative activity; assists in the preparation of special confidential reports for presentation to the Board of Regents, legislators and other internal and external organizations; manages complex data bases and sensitive and confidential materials; when called upon by the president or designee, may assist in the interpretation of policy statements and other official Board actions and making the information available in logical and useful form; transcribing correspondence and other material from the president; composing correspondence for the president or designee or for the incumbent's own signature where appropriate; compiling data and preparing reports on information needed by the president; maintaining official university records such as minutes, resolutions and other important notices, including such major documents as the university’s records of policy.
- Arranging travel for the president. This work includes scheduling and booking air and ground transportation, hotel and meeting accommodations and preparing travel expense reports and vouchers. Judgments are required on costs, efficiency of travel time, and integrating schedules with others.
- Arranging events for the president. These may range from social events for key public figures or university staff to organizing awards and commencement ceremonies. Arrangements may include facilities, food and beverage service and special provision for dignitaries.
- Incumbents in the class may be called upon to perform a variety of tasks such as representing the president as a greeter at social events, serving as the president’s representative on committees and assisting the president in speech writing. The incumbent may also be called upon to perform a variety of additional tasks, as assigned by the president, including maintaining positive community relations with the broader university community.
A Bachelor’s degree from a regionally accredited university is required, along with minimum of five (5) years of professional experience in administrative support services in an office with high confidential and quality standards, together with specialized education and training in administration. Postsecondary education is useful for relating well to the academic environment.
The Administrative Assistant to the President is required to have demonstrated knowledge and abilities in the following areas:
- Demonstrated ability to make sound decisions and judgments with appreciation for the high visibility and importance of the president.
- Demonstrated ability to organize and operate a complex office in conditions of strictest confidentiality.
- Demonstrated ability to select, train and oversee administrative support staff.
- Demonstrated ability to perform advanced report development and high-level computer skills.
- Strong interpersonal skills with excellent ability in oral and written communication, self -directed and strong organizational skills.
An equivalent combination of credentials and/or experience may also be considered.
Preference will be given to current BOR/CSCU employees with relevant experience.
Please send electronically a cover letter, resume and the names and telephone numbers of three professional references to: Office of Human Resources at firstname.lastname@example.org by November 16, 2023. Reference the title Administrative Assistant to the President in the subject line. Review of applications will begin immediately, and the position will remain open until filled.
Southern Connecticut State University is an Affirmative Action/Equal Employment Opportunity Employer. The University seeks to enhance the diversity of its faculty and staff. People of color, women, veterans, and persons with disabilities are encouraged to apply.