Executive Assistant, Athletics and Recreation

University of Hartford; West Hartford (CT); On-site; USD 36,000 - 46,000; Full time

Job summary

The University of Hartford is seeking an Executive Assistant in Athletics and Recreation to provide high-level administrative and analytical support to the Dean/Director. You will help manage calendars, coordinate communications, and support strategic initiatives within the department.

Ideal candidates hold a Bachelor's degree, have strong organizational skills, and are adept at handling budgets, expenditures, and office operations to ensure smooth daily functions and timely reporting.

Qualifications

• Provides executive, administrative and analytical support to Dean/Director/Department Head.
• Manages calendars, communications and scheduling for senior leadership.
• Aids in budget tracking, reporting and compliance with fiscal processes.

Responsibilities

• Establishes effective working relationships with internal and external constituencies.
• Monitors and prioritizes the Dean/Director/Department Head's calendar and meetings.
• Oversees departmental expenditures, grants and personnel transactions.
• Drafts correspondence and prepares reports as needed.
• Maintains administrative records and supports policy implementation and process improvement.

Education

Bachelor's Degree preferred

Job description

Executive Assistant, Athletics and Recreation

Position Title Executive Assistant, Athletics and Recreation

FLSA Classification

FLSA Classification NE

Reports to

Reports to Assistant Vice President for Athletics and Recreation

Salary Range

Salary Range G1

Weeks Per Year 52

Work Week

Work Week 35 hours (minimum)

Position Summary

Assumes responsibility for providing executive, administrative and analytical support to the Dean/Director/Department Head, proactively undertaking initiatives to enhance the quality and utility of materials and activities as well as the effective operations of the office. Performs all duties in full support of the University’s mission, understanding that the positive and effective execution of these duties are instrumental to the education of the University’s students.

Hiring Range

Hiring Range Budgeted Salary is $20 per hour to $25.50 per hour, depending upon experience

Key Responsibilities

Key Responsibilities

• Establishes, cultivates and maintains effective working relationships with both internal and external constituencies, providing executive, administrative and analytical support in short- and long-range strategic planning initiatives for the department/college as well as to ensure timely and effective communications between and among internal and external constituents.
• Monitors and controls the calendar and time commitments of the Dean/Director/Department Head, evaluating and prioritizing requested meetings and managing complex schedules to accommodate needs. Screens all incoming calls and correspondence to the Office, providing assistance and a welcoming presence to visitors to the Office. Serves as a project manager for assigned tasks, keeping the Dean/Director/Department Head informed on the status of the project.
• Serves as the centralized point for operational expenditures, grants and/or personnel transactions within the department/college. Develops, audits and oversees budget expenditures, providing reports to the Dean/Director/Department Head in an effort to ensure prudent fiscal management. Maintains supporting files and documentation to ensure the integrity of the information. Prepares agendas, records and distributes minutes as necessary and/or appropriate.
• Acts as a primary liaison for all staff that support the Dean/Director/Department Head, providing oversight on initiatives to be taken on the Dean’s behalf in compliance with established institutional deadlines. Drafts internal and external correspondence for signature as necessary and/or appropriate. Researches and prepares reports as requested.
• Maintains accurate and complete administrative records to ensure the integrity of the database in compliance with established policies as well as data integrity standards. Assists in the development and dissemination of departmental policies and procedures. Actively participates in the analysis, recommendation and implementation of business process improvement efforts to ensure the proper use of technology and improve operational effectiveness as necessary and/or appropriate.
• Performs other related duties as assigned.

Posting Number

Posting Number PS1258P

Working Conditions

Normal office situation.

Education

Bachelor’s Degree preferred.

Physical Effort

Typically sitting at a desk or table.
Intermittently sitting, standing, stooping. Light lifting or carrying, 25lbs or less.

Special Skills

The ability to work effectively with diverse groups.

Required fields are indicated with an asterisk (*).

• What is the highest level of education attained?
  • GED
  • High School Diploma
  • Technical School, Certification or Apprenticeship
  • Associates Degree
  • Bachelors Degree
  • Masters Degree
  • Knowledge of a highly advanced professional discipline. (e.g., Ph.D, M.D., J.D., or equivalent doctoral degree required.)
• How did you hear about this employment opportunity?
  • Public Job Posting
  • Internal Job Posting
  • Agency Referral
  • Advertisement/Publication
  • Personal Referral
  • Website
  • Other

Documents Needed to Apply

Required Documents Optional Documents

• Resume
• Cover Letter
• Letter of Recommendation - Staff
• Statement on Inclusive Excellence and Belonging

200 Bloomfield Avenue
West Hartford, CT 06117