Executive Administrative Assistant, School of Arts, Sciences, Business and Education - University of Saint Joseph @ University of Saint Joseph - West Hartford, CT

Job Overview

8 days ago

Executive Administrative Assistant, School of Arts, Sciences, Business and Education - University of Saint Joseph

University of Saint Joseph - West Hartford, CT

Location: West Hartford, CT Category: Staff Posted On: Fri Aug 5 2022 Job Description:

The incumbent in this position supports and coordinates a fast-paced office and provides secretarial support to the Dean and the position. The position serves as a liaison between the division/department and the university community by interacting with students, faculty, staff and administration. The incumbent assists with almost all aspects of maintaining the functions under the direction of the Dean. Exceptional communication and computer skills, as well as organizational abilities are required in order to perform this job successfully.

Responsibilities (include but are not limited to):

  • Acts as a liaison between the Dean and specific departments and the general public. Answers and screens telephone calls, visitors and/or mail, takes messages.
  • Responds to routine requests for information regarding all division/department programs and events and refers complex requests to appropriate staff or faculty members.
  • Manages daily functioning of the office, including supplies, mailings (including bulk), work orders, student worker relations, records maintenance, and other file management.
  • Schedules appointments and coordinates arrangements for meetings, conferences, and travel. Coordinates all logistics for the Dean.
  • Organizes work flow and initiates follow-up action and communications on behalf of Dean. Collects and disseminates information within and beyond the University accordingly.
  • Organizes and maintains computer files office files and records in accordance with division/department procedures, and follows up on pending matters.
  • Coordinates and maintains all surveys, agendas and reports generated by the division/department; assembles data and compiles statistical information as needed.
  • Obtains information from other administrators or outside representatives.
  • Uses appropriate technology to compose and produce professional correspondence, minutes of meetings, presentations, spreadsheets, databases, reports and marketing materials (e.g., brochures).
  • Uses appropriate software and information sources to continually update and improve the division/department's web presence.
  • Supports the school and departments in events, including occasional evening and weekend events, such as but not limited to receptions, open houses, career fairs, recruitment events, orientation, and commencement.
  • Establishes own work priorities under the policies and procedures of the division/department.
  • Uses appropriate discretion and judgment relating to the Dean's schedule, correspondence and commitments.
  • Recognizes and maintains circumstances of a confidential nature.

Job Requirements:
  • Bachelor's degree or equivalent in advanced secretarial training
  • Three to five years experience as an administrative assistant
  • Experience in higher education a plus

Other Qualifications

  • Strong organizational skills and attention to detail.
  • Able to function independently while operating effectively within a team environment. Ability to work in a fast paced, customer service environment with patience, flexibility and attention to detail
  • Possess solid general computer skills, including ability to work in a Windows environment. Proficiency with MS Office Suite, Internet, and other programs as needed (e.g., mail merge, data base management). Familiarity with specific applications used by the University/Department a plus.
  • Excellent oral and written skills and ability to communicate comfortably with students, colleagues, and external constituents
  • Demonstrated ability to handle complex and multiple tasks in a professional and efficient manner
  • Cultural competency to work with diverse student and/or employee population
  • Exhibits a high level of professionalism, leadership, creative problem solving, diplomacy, and the ability to manage complex projects with minimal supervision
  • Professional, courteous demeanor and appearance; ability to engage positively and work professionally with students, faculty, staff and administration and represent the University professionally to the public
  • Demonstrated ability to recognize and appropriately handle matters of a confidential nature
  • Ability to perform library and community research
  • Commitment to the mission of the University of Saint Joseph
  • Physical ability to perform the essential functions of the position, with or without reasonable accommodation.

Additional Information:

This is a 12-month position. The anticipated salary for this position is $45,000 to $49,500. The final offer will be based on the successful candidate's qualification and experience.

  • 403(b) with employer match
  • Medical/Dental/Vision insurance
  • Life insurance
  • Paid time off & 10 paid holidays
  • Parental leave
  • Tuition Waiver (include spouse & dependent waivers)
  • Long-Term Disability insurance
  • Employee assistance program
  • Flexible spending account
  • Health savings account
  • 529 CHET savings plan



The University of Saint Joseph believes it must play an active role in creating a community of employees that is diverse, inclusive and equitable. Our work benefits greatly from the contributions of people of color, people from different socioeconomic backgrounds, women, LGBTQ+ people, and individuals with disabilities. Hence, we strongly encourage applications from people with these identities or who are members of other marginalized communities.

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