Classification: Professional 2
Job Posted: October 7, 2025
Search Number: MC25-002

About Southern Connecticut State University

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 9,000 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.

Position Summary

The Administrative Assistant to the President provides high-level, confidential support to the Office of the President. This role ensures the efficient daily operation of the office and supports the presidential team in advancing institutional priorities. Key responsibilities include data management, reception, event coordination, office correspondence, and meeting preparation and support.

Position Responsibilities

• 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preparation may involve obtaining and compiling data from sources such as financial reports, budgets, research or historical documents from previous reporting periods showing how information was portrayed.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.

Qualifications

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. Strong skills in Banner and MS Office suite required as well as suite of virtual meeting applications.

These skills and abilities normally are acquired through a combination of experience and training in a professionally oriented office setting of three to five years.

Application

Please send electronically a resume, letter of application and the names and telephone numbers of three professional references to Jessica Reynolds at ReynoldsJ20@southernct.edu by October 31, 2025. 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.