Facilities Operations Assistant

Connecticut State Colleges & Universities; Hartford (CT); On-site; USD 56,563 - 69,132; Full time

Benefits offered by this job

Generous leave policies

Retirement plans

Health insurance

Supplemental benefits

Tuition reimbursement

Job summary

Connecticut State Colleges & Universities (CSCU) System Office in Hartford is seeking a Facilities Operations Assistant to support the Facilities department by coordinating office operations, handling communications, and assisting with programs and initiatives. The role emphasizes process support, information management, and operational coordination.

Under the Vice President of Facilities, Real Estate & Infrastructure Planning, you will manage records, coordinate procurement, supervise access

Qualifications

• Associate degree preferred; three years of experience in a professional office setting.
• Strong written and verbal communication skills; proficiency with MS Office and Banner.

Responsibilities

• Provide operational and project support to senior facilities leadership.
• Serve as primary contact for visitors and inquiries; route requests appropriately.
• Manage incoming communications and ensure timely information flow.
• Oversee records, references, and archived documents for accessibility.
• Coordinate procurement activities and vendor invoices per policy.
• Administer the CSU Parking Tag Program and update campus safety.
• Schedule and coordinate meetings; support committees and special projects.
• Maintain facility management system data backups when needed.

Skills

MS Office

Written communication

Oral communication

Virtual meeting apps

Project coordination

Education

Associate degree

Tools

Banner

Webex

Microsoft Teams

Job description

Posted: July 30, 2026
Level: Administrator II (SUOAF)
Hours: Full-time, 35 hours per week
Closing Date: The committee will begin review of applications immediately. Applications must be submitted by 5:00pm (EST) on Monday, August 31, 2026

Location: CSCU System Office
61 Woodland Street Hartford, CT 06105
**This position is not remote**

Connecticut State Colleges & Universities Mission

The Connecticut State Colleges & Universities (CSCU) contribute to the creation of knowledge and the economic growth of the state of Connecticut by providing affordable, innovative, and rigorous programs. Our learning environments transform students and facilitate an ever-increasing number of individuals to achieve their personal and career goals.

CSCU Vision

The Connecticut State Colleges and Universities will build on its long and successful history by working collectively - within and across institutions - and by engaging external partners to increase the number of students pursuing and completing personally and professionally rewarding certificate and degree programs, improving their social mobility, and helping the state to meet its current and future workforce demands.

CSCU Equity Statement

The Connecticut State Colleges and Universities commits to bold and disruptive change by actively identifying, naming, and dismantling structural racism, systemic poverty, and other barriers; establishing equitable and anti-racist policies and practices; and empowering students, faculty, staff, and administrators to advance racial, social, and economic justice. Our core collective responsibility is to continuously assess practices and policies and transform the world we live in by eliminating inequities.

Anticipated Start Date

August 2026

Position Summary

Supports the effective functioning of the Facilities department by coordinating office operations, facilitating communication among internal and external stakeholders, and assisting with the implementation of facilities-related programs, services, and initiatives. Contributes to departmental efficiency through process support, information management, and operational coordination.

Example of Job Duties

Under the direction of the Vice President of Facilities, Real Estate & Infrastructure Planning, the Facilities Operations Assistant is responsible for supporting the effective function of the Facilities department through effective performance in these essential duties:

• Provides operational and project support to the Executive Officer for Planning and Technical Services, Capital Budget Administrator, and Directors within Engineering and Facility Planning
• Serves as a primary point of contact for visitors and inquiries, ensuring professional engagement and appropriate routing of requests
• Manages incoming communications, including phone calls and messages, to support timely and accurate information flow within the department
• Oversees the organization, retention, and accessibility of departmental records, reference materials, and archived documents
• Coordinates procurement activities, including preparing requisitions, processing vendor invoices, and managing orders for supplies, materials, and services in alignment with established purchasing protocols
• Administers the CSU Parking Tag Program, maintaining accurate records, issuing authorizations, and communicating updates to campus safety departments
• Administers building access card keys (acts as liaison with DAS Security to issue and manage building swipe cards)
• Acts as a liaison for building maintenance and service needs, collaborating with the building manager and Facilities staff to address workspace, furniture, ergonomic, and relocation requests
• Provides operational backup for entries into the electronic facility management system during extended absences of the Capital Budget Administrator
• Maintains structured project files and documentation systems, ensuring accurate indexing, organization, and retrieval of materials
• Prepares professional correspondence, reports, meeting summaries, and other written materials based on drafts or direction from Capital Program staff
• Maintains records in both digital and physical formats, ensuring secure handling and timely retrieval
• Reviews documents for accuracy, clarity, and compliance with departmental standards, making minor revisions as needed
• Facilitates communication with senior leadership across the CSU System, including Chancellors, Presidents, and Vice Presidents
• Coordinates meetings, schedules, and logistics; provides support for special projects and committee activities
• Participates in CSCU System Office mail distribution, prioritization, and routing to ensure efficient handling of time-sensitive materials
• Supports asset management activities, including barcoding and tracking of fixed assets
• Schedules and operates virtual meeting platforms (Webex, Microsoft Teams) and adapts to emerging technologies as required
• Obtains and maintains relevant certifications and training, including OSHA Ergonomic Training, Office Professional Certificate, Minute-Taking, Clutter Management, and Property Control
• Oversees fleet vehicle documentation and coordinates vehicle servicing, including off-site transport to and from service providers
• Assists with planning and executing office and departmental relocations
• Performs related duties that support the overall operations and objectives of the Facilities department

This posting includes qualifications, experience and skills but is not limited to the full specifications stated in the job description.

Minimum Qualifications

Associate degree preferred. Three (3) years of experience in a professionally oriented office setting.

Incumbents are required to have demonstrated advanced knowledge and abilities in the following:

• 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. Skills in MS Office suite required and Banner preferred, as well virtual meeting applications

These qualifications may be waived for individuals with appropriate alternate experience.

Candidates must possess proven ability to effectively work with culturally, linguistically, and ethnically diverse faculty, staff, and students. They are expected to have excellent interpersonal oral and written communication skills along with strong Information technology literacy skills such as Microsoft Office (Word, Excel, Outlook, Teams etc.).

Preferred Qualifications

Starting Salary

Minimum Salary; $62,848 approximate annual plus excellent State of CT medical insurance, retirement, and related fringe benefits. The salary will be based on the selected candidate’s qualifications such as education and job-related experience, and internal equity.

Benefits

• generous leave policies
• several retirement plans
• many choices for comprehensive health insurance
• many additional benefits to save for retirement, protect your family & more with supplemental benefits
• Tuition reimbursement may apply if applicable.

Selection Procedure

Following the closing date, application materials will be evaluated by a selection committee. Candidates selected for further consideration will be limited to those applicants who are best qualified based on the minimum and preferred qualifications and who have submitted all the required documents by the closing date and time listed on the job announcement. Candidates who have been selected and approved to interview will be contacted, and finalists will be recommended for further consideration by the Hiring Manager for final selection and recommendation for employment. The selection process may also include practical exercises (i.e., teaching demonstration and/or other written, technical, manipulative, or simulation exercises) to evaluate candidates' qualifications.

Background Screening

All employment, if offered, is contingent upon proof of citizenship or employability under the requirement of the Immigration and Control Act (IRCA) and the successful passing of a background check, including granting permission to contact current and previous employers for verification. CSCU is committed to providing a safe campus community. Background investigations include reference checks, a criminal history record check and, when appropriate, a financial (credit) report or driving history check.

Continuing Notice of Nondiscrimination

CSCU 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, veteran status, sexual orientation, genetic information or criminal record. For inquiries regarding the non-discrimination policies, please contact [e-mail].

CSCU IS AN AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER, M/F