Administrative Operations Assistant for Academic Affairs

Administrative Operations Assistant for Academic Affairs Administrative Operations Assistant for

Academic Affairs Classification:

Professional 1

Job Posted:

 May 6, 2026

Search Number:

 

MC26-004

Open to CSCU Employees Only 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 Operations Assistant of Academic Affairs provides administrative and operational support by reviewing, coordinating, and tracking a variety of academic and financial documents requiring Provost approval. This includes agreements such as Memoranda of Understanding and Personal Service Agreements, outside teaching requests, and other related documentation to ensure completeness, accuracy, and compliance with institutional requirements prior to submission. The Administrative Operations Assistant processes and tracks financial and transactional items, including purchasing requisitions, vouchers and disbursements and support travel-related documentation. In addition, the Administrative Operations Assistant maintains records and tracking systems for faculty professional development funds and related expenditures, coordinates room bookings, and responds to general inquiries. The role requires strong organizational skills, attention to detail, and the ability to manage multiple submissions while ensuring timely routing and follow-up for approvals. Position Responsibilities 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. Provide effective personal and telephone reception. These services often are performed in an office such as the Provost. Callers and visitors frequently are those of important public office and their calls and visits require substantial sensitivity to the business nature of their contacts. A strong cordiality as representative of a senior executive leadership is expected of incumbents. Provide administrative support. These services cover a broad range of duties including the preparation of correspondence and reports in finished form; travel arrangements for staff; assembles meeting materials (charts, graphs, reports); and meeting coordination. This usually involves the use of word processing equipment and may require the use of multiple word processing software, including basic graphics packages. This may also include drafting of correspondence and memos for review and signature by the executives. Provide office management. The incumbent will maintain an inventory of supplies and equipment; order supplies as necessary; completes, processes, and maintains paperwork for purchasing (e.g., orders, requisitions, invoices, etc.); and assist in preparing and monitoring the office budget (e.g., compiles figures, reviews statistical reports, verifies expense items). This may include the use and reconciliation of a purchasing card and the use of spreadsheets. Compile data and prepare reports. This may include gathering, organizing and preparing reports on a variety of information such as travel expenses, student enrollment, lists of alumni and benefactors and organizational data required by the executive. Performs other duties and responsibilities related to those enumerated above which do not alter the basic level of responsibilities of the position. Qualifications Incumbents must possess proven ability to effectively work with a culturally, linguistically, and ethnically diverse faculty, staff, and students. They are expected to have excellent oral and written communication skills along with strong Information tee ology literacy skills such as Microsoft Office (Word, Excel, Outlook, Teams etc.). Incumbents are required to have demonstrated advanced knowledge and abilities in the following: Demonstrated ability to produce quality typewritten materials using word processing equipment and software; demonstrated ability to meet personally and by telephone as a representative of the University System; organizational skills to assure an orderly and efficient office operation. These skills and abilities normally are acquired through a combination of experience and training in a professionally oriented office setting of two or more years. University education which enhances a candidate's professionalism and familiarity with the collegiate academic environment is desirable. Preferred Qualifications Experience providing administrative support within academic affairs or a similar higher education environment. Experience communicating and working directly with faculty and academic departments. Experience creating and maintaining filing systems in accordance with document retention policies. Experience coordinating administrative processes, including travel arrangements, reimbursements, purchasing, and time reporting. Experience maintaining office operations, including inventory of supplies. Experience using Microsoft Office tools such as Teams, OneDrive, and Sharepoint. Experience identifying or supporting process improvements and implementing administrative procedures.