Secretary 2 ((Institutional Advancement))

Southern Connecticut State University (SCSU) is a constituent unit of the Board of Regents for Higher Education (BOR), Connecticut State Colleges and Universities. We are currently recruiting for a full-time Secretary 2 at our campus, located in New Haven, CT - a city rich with arts and culture, less than 90 miles from New York City and 140 miles from Boston. The position is located in the Institutional Advancement department.

As one of the State of Connecticut institutions of higher learning, Southern Connecticut State University (SCSU) stands as a testament to the transformative power of education. With its roots stretching back to the 19th century, SCSU has grown from a teachers college to a vibrant, comprehensive university with a wide array of programs in the liberal arts and professional fields. Its commitment to academic excellence is matched by a dedication to access and public service, ensuring that a diverse student body of over 10,000 can pursue higher education in a supportive environment. The university's focus on social justice permeates campus life, fostering a community where every individual is valued and equity is woven into the fabric of daily activities. As part of the Connecticut State Colleges and Universities System, SCSU continues to be a beacon of knowledge, opportunity, and progress for the state and its residents.

NOTE: Preference may be given to current BOR/SCSU employees and/or current State of CT employees prior to filling the position with an external applicant.

Performs a variety of secretarial duties as described in the following areas:

• TYPING:
  • Using computers, tablets, and other electronic equipment, formats and types a full range of correspondence, reports, bills, drafts, etc. from rough draft, transcription, dictated notes, etc.;
  • Proofreads for content;
  • Edits using knowledge of grammar, punctuation and spelling.
• FILING:
  • Designs office filing systems;
  • Organizes and maintains files (including confidential files);
  • Maintains, updates and reviews reference materials and manuals.
• CORRESPONDENCE:
  • Composes complex letters and/or memoranda, etc. (e.g., explaining department practices/policies) for own or supervisor's signature.
• REPORT WRITING:
  • Compiles information from a variety of sources and prepares narrative or statistical reports, exercising judgment in the selection of items to be included.
• INTERPERSONAL:
  • Greets and directs visitors;
  • Answers phones and screens incoming calls;
  • Provides advice to callers regarding policy and procedures (e.g., citing a regulation to solve a specific problem);
  • Coordinates with others both within and outside of the organization on a variety of non-routine matters.
• PROCESSING:
  • Screens letters, memos, reports and other materials to determine action required;
  • May make recommendations to the supervisor.
• SECRETARY:
  • Arranges and coordinates meetings (including space and equipment);
  • Researches, assembles and coordinates meeting materials (e.g., charts, graphs, reports);
  • Writes minutes of meetings, lectures, conferences, etc. from rough draft;
  • Takes notes and/or meeting minutes;
  • Prepares expense accounts;
  • Makes travel arrangements.
• OFFICE MANAGEMENT:
  • Maintains an inventory of supplies and equipment;
  • Orders supplies when necessary;
  • Completes, processes and maintains paperwork for purchasing (e.g., orders, requisitions, invoices, etc.);
  • Maintains time and attendance records;
  • Assists in preparing and monitoring the office budget (e.g., compiles figures, reviews statistical reports, verifies expense items);
  • Designs and initiates new forms and procedures to facilitate workflow;

Performs related duties as required.

• Proficiency in Microsoft Office Suite, particularly Excel and Word

• Familiarity with Raiser's Edge or similar donor management software

• Experience in recording and transcribing meeting minutes

• Experience with purchase order processes

• Experience with credit card reconciliation and financial record-keeping

• Experience using DocuSign for electronic signature management

• Competence in processing invoices and handling billing queries

• Experience troubleshooting common printer issues and performing basic maintenance

• Managing work orders