Administrative Assistant III, Auxiliary Services

WU Wesleyan University; United States; On-site; USD 39,000 - 40,000; Full time

Job summary

Wesleyan University in Middletown, CT, seeks an Administrative Assistant III – Auxiliary Services to support day-to-day operations across multiple program areas, including WesCard services and event scheduling. This on-campus role interfaces with students, faculty, staff, and external partners and requires strong organization and customer service.

The position supports financial transactions and space reservations, with responsibilities in Workday and related systems, and may require occasional

Qualifications

• Associate’s degree and two years of related administrative or operational experience.
• Proficiency in Microsoft Office Suite, including Word mail merges, Excel data handling.
• Ability to handle confidential information with discretion and work with diverse constituencies.

Responsibilities

• Provide day-to-day administrative and operational support across Auxiliary Services areas.
• Serve as a frontline contact by phone, email, and in-person; direct complex inquiries.
• Coordinate office operations, inventory, supplies, and procurement activities.
• Provide basic troubleshooting for office equipment and coordinate service when needed.
• Process billing, vouchers, and transactions in Workday; assist with budgeting and reporting.

Skills

Customer service

Communication

Multitasking

Data entry

Teamwork

Education

Associate’s degree

Tools

Workday

EMS

Microsoft Office Suite

Job description

Reporting to the Director of Auxiliary Services, the Administrative Assistant III – Auxiliary Services provides administrative and operational support for the day‑to‑day functions of the Auxiliary Services office. This position supports multiple Auxiliary Services program areas and works collaboratively with University departments, students, faculty, staff, and external partners. The Administrative Assistant III serves as a primary point of contact for the office and supports financial transactions, office operations, WesCard services, event and space reservations, facilities requests, and other administrative processes. The position requires strong organization, attention to detail, customer service, and the ability to manage multiple priorities in a fast‑paced environment.

Responsibilities

• Provide day‑to‑day administrative and operational support across Auxiliary Services program areas, including support for contracted service partners such as Bon Appetit and RJ Julia.
• Serve as a point of contact for students, faculty, staff, visitors, contractors and other constituents by phone, email and in‑person; respond to routine inquiries and appropriately direct more complex requests.
• Coordinate day‑to‑day office operations, including monitoring and ordering supplies, maintaining inventory, and supporting procurement activities.
• Provide frontline support for office equipment (e.g., printers), including basic troubleshooting, assessing issues, and coordinating service or repair when needed.
• Submit, monitor, and follow up on facilities‑related work orders with Physical Plant, ensuring timely resolution through clear, professional communication and coordination; prioritize requests effectively, track progress, communicate status and resolution to internal stakeholders and service partners.
• Maintain accurate records and documentation and perform administrative and operational workflows in Workday and related systems to support efficient day‑to‑day operations.
• Perform budget processing and reporting, including processing vouchers, invoices, staff purchasing card transactions for multiple department accounts; assist Director with budget reviews, billing, forecasting and annual budget reallocation within Workday financial system.
• Prepare weekly facility billing and internal catering billing reports.
• Monitor and respond to WesCard replacement ID requests; create replacement identification cards for faculty, staff, students, and contractors; and maintain accurate replacement card information in Transact.
• Support WesCard Services Manager during peak times at the beginning and ending of each semester.
• Support the Events and Conferences team including monitoring the EMS Reservations email inbox; scheduling all no‑needs events and information tables, consulting with Events and Conferences team on complex reservation and conference requests.
• Process Middletown Cash, conference deposits and payments and vendor check deposits through Workday.
• Process and monitor weekly submissions of all student time sheets.
• Other duties as assigned.

This is an on‑campus position. This position is in the secretarial/clerical bargaining unit and works 1,820 hours per year. Occasional evening, weekend, and holiday work may be required based on operational needs.

Minimum Qualifications

• Associate’s degree and two years of related administrative or operational experience, or an equivalent combination of education, training, and experience.
• Demonstrated experience in customer service, data entry, and administrative support in a front‑facing office environment.
• Proficiency in Microsoft Office Suite, including advanced capabilities in Word (e.g., mail merges), Excel, (e.g., spreadsheet formatting, data organization, and basic data manipulation).
• Ability to work effectively with diverse constituencies, including staff, alumni, and parents, while handling sensitive and confidential information with discretion.
• Demonstrated ability to manage multiple priorities in a fast‑paced environment, with strong follow‑through and the ability to work both independently and collaboratively.
• Strong organizational skills and attention to detail, with demonstrated ability to manage inventory, coordinate logistics, prioritize competing tasks, and establish and follow efficient procedures and workflows.
• Effective communication skills and demonstrated ability to exercise sound judgment in addressing routine administrative and operational matters.
• Demonstrated commitment to fostering an inclusive and respectful environment and engaging with individuals from diverse backgrounds.
• Ability to learn new systems and technologies quickly and adapt to evolving operational needs.
• Ability to work occasional evening, weekends, and holidays as needed.

Preferred Qualifications

• Experience in a higher education environment.
• Familiarity with Event Management Software (EMS) scheduling package and financial systems. (e.g., Workday)
• Experience supporting events, meetings, or donor/constituent engagement activities.
• Experience working in a cross‑trained or team‑based administrative support model.

Position is open until filled.

Compensation: $27.87-$29.87

Work Location: On Campus

All offers to external applicants are contingent on the candidate’s completion of a pre‑employment background check screening to the satisfaction of Wesleyan University.

Wesleyan University, located in Middletown, Connecticut, does not discriminate on the basis of race, color, religious creed, age, gender, gender identity or expression, national origin, marital status, ancestry, present or past history of mental disorder, learning disability or physical disability, political belief, veteran status, sexual orientation, genetic information or non‑position‑related criminal record. We welcome applications from women and historically underrepresented minority groups.

Inquiries regarding Title IX, Section 504 or any other non‑discrimination policies should be directed to Vice President for Equity and Inclusion, Title IX and ADA/504 Coordinator.

Wesleyan University complies with the Clery Act and maintains records of campus crime statistics and security policies. Copies of Wesleyan University’s Clery Act Report are available on request and online at https://www.wesleyan.edu/publicsafety/clery.html. Experience is taken into consideration in the determination of salary offers. For more information visit https://www.wesleyan.edu/hr/handbook/compensation-practices/index.html Wesleyan offers a broad range of employee benefits and development opportunities, including comprehensive group insurance plans, wellness programs and incentives, generous paid time off and retirement plans, flexible work schedules, employee and dependent tuition programs for those who qualify. Detailed information on the benefits of working at Wesleyan is located at: https://wesleyan.edu/hr/careers/prospective-resources.html. We welcome your interest in Wesleyan’s diverse, energetic community of employees who, by their creativity, innovative thinking, and generosity of spirit, help make Wesleyan a great place to work. In this open‑minded and inclusive environment, our faculty and staff foster a liberal arts experience characterized by boldness, rigor, and practical idealism.