Administrative Support Assistant (University Education Assistant 3)
University of Connecticut

Job Info

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JOB SUMMARY

The Administrative Support Assistant serves a critical role in maintaining effective operations in the Provost's Office. Duties include managing calendars for Provost's Office administrators; responding to routine inquiries via the Provost's Office phone and email account; greeting and assisting visitors to the Provost's Office on the Storrs campus; assisting in a variety of standard processes and special projects throughout the academic year; and overall maintaining the physical space and resources of the Provost's Office in Gulley Hall.

Working under the direction of the Chief of Staff & Assistant Vice Provost for Strategic Communications, the Administrative Support Assistant will provide office management and scheduling and project support generally to the Provost's Office, with specific attention to supporting senior administrators' schedules. Currently, these administrators include the Senior Vice Provost for Academic Affairs; Vice Provost for Faculty, Staff, and Student Development; Vice Provost for Strategic Initiatives; and the Director of Academic Policy and Faculty Affairs.

The Provost's Office is hiring up to two office assistants. Successful candidates are expected to possess an advanced level of organizational, communication, and problem-solving skills. This is a confidential staff position expected to maintain positive public relations, serve as an essential point of contact for the office, and exhibit discretion, sound judgment, and acumen in obtaining and providing information.

DUTIES AND RESPONSIBILITIES

• Oversees main reception of the administrative building by greeting guests and visitors; answers telephones and refers appropriately; produces thoughtful and concise communications exercising excellent judgment and acumen in response to Office of the Provost emails. Diplomatically and effectively delivers information that may be difficult to understand or in contrast with a student or constituent's views.
• Manages and coordinates all aspects of Provost senior administrators' schedules, including routine and complex scheduling commitments, preparing meeting agendas, making travel arrangements, and preparing expense reports; coordinating with university departments regarding senior administrators' participation in University ceremonies and events, and supporting other scheduling needs as appropriate.
• Provides operational and administrative support to the Office by overseeing the daily functions including maintenance of the reception area, inventory and procurement of supplies, monitors incoming and outgoing mail and deliveries, processes maintenance requests, and participates in cooperative efforts to manage, schedule, and maintain shared office calendars, visitor's parking log, and implementation of Provost Office initiatives.
• Assists in a variety of standard processes and special projects throughout the academic year, in partnership with vice provosts, director of academic policy and faculty affairs, and chief of staff.
• Coordinates and manages relevant logistics for office-related events.
• Supports the maintenance and coordination of complex filing systems, records, and mailings.
• Contributes to the overall staff support of the Provost's Office, assisting staff colleagues as needed, such as event, program, and project support, or scheduling for other administrators in the absence of colleagues supporting those positions; regularly contributes suggestions for efficiencies, process changes, and other resources to support effective operations of the Provost's Office.

MINIMUM QUALIFICATIONS

• Associate's degree and three to four years of experience supporting the operations of an office, supporting management or leadership, or in a related administrative capacity. Education and training may be substituted for years of experience.
• Excellent interpersonal skills and demonstrated ability to establish relationships with a variety of constituents.
• Ability to work independently and regularly exercise judgment in line with established policies and procedures.
• Ability to problem-solve, expertly manage time and deadlines, and skillfully juggle priorities.
• Excellent organizational skills and attention to detail.
• Excellent oral and written communication skills.
• Proficiency in Microsoft Office applications including Word, Excel, PowerPoint, and Outlook.

PREFERRED QUALIFICATIONS

• Bachelor's degree and one to three years of administrative experience supporting the operations of an office, supporting management or leadership, or in a related administrative capacity.
• Experience working or volunteering in a higher education setting.
• Proficiency with virtual meeting platforms (WebEx and Microsoft Teams), advanced proficiency in Outlook and other scheduling tools.

APPOINTMENT TERMS

This is a full-time, confidential 12-month position. The salary range for this position is in the high $40s to low $50s, commensurate with the successful candidate's qualifications and experience. A comprehensive benefits package is included. Further information is available here: https://hr.uconn.edu/employee-benefits-overview/. 

TO APPLY

Please apply online at https://hr.uconn.edu/jobs, Staff Positions, Search #495477 to upload a resume, cover letter, and contact information for three (3) professional references.

Employment of the successful candidate is contingent upon the successful completion of a pre-employment criminal background check. 

This job posting is scheduled to be removed at 11:55 p.m. Eastern time on August 13, 2021. 

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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