Administrative Assistant

JOB SUMMARY

The Office of Budget and Planning at the University of Connecticut seeks qualified applicants for the position of Administrative Assistant (UEA II). Working under general direction of the Associate Vice President (AVP), this position performs a broad range of administrative, operational, financial, and technical support functions for the Office of Budget and Planning (OBP). The incumbent serves as a key resource for maintaining departmental operations, supporting budget-related administrative processes, coordinating financial tracking activities, managing office technology and web resources, preparing reports and presentations, and ensuring the accuracy, security, and accessibility of departmental information and records while preserving confidentiality and exercising a high level of discretion in performing assigned responsibilities. This position requires exceptional organizational skills, attention to detail, sound judgment, and the ability to manage multiple priorities while providing high-quality support to the Budget and Planning team.

DUTIES AND RESPONSIBILITIES

• Provide comprehensive administrative support to the Office of Budget and Planning leadership, including managing calendars, scheduling meetings, preparing correspondence, presentations, reports, spreadsheets, and other materials, while handling sensitive information with discretion and professionalism.
• Serve as the primary point of contact for the Office by responding to routine inquiries, triaging inquiries directed to the AVPs and through shared email accounts, escalating or resolving as appropriate, and supporting responses to urgent or time-sensitive matters while providing guidance on Budget and Planning policies, procedures, systems, and processes.
• Coordinate departmental operations and technology support, including office supply procurement, travel arrangements and reimbursements, equipment inventories, computer refreshes, software access, procurement transactions, and serving as liaison with Information Technology Services to ensure efficient office operations.
• Manage departmental financial and business operations by reviewing, processing, and approving designated financial transactions, invoices, account requests, One UConn workflows, lease payments, and other assigned payment activities in accordance with university policies and procedures.
• Coordinate and maintain departmental agreements, records, and organizational data, including Letters of Agreement (LOAs), Memoranda of Understanding (MOUs), Certificates of Accuracy (COAs), organizational structure reports, departmental accounts, and related documentation to ensure accuracy, compliance, and effective record retention.
• Develop, maintain, and update departmental websites, dashboards, reports, and data visualizations, ensuring compliance with University branding and accessibility standards while managing user access, security permissions, and the accuracy of published information.
• Prepare and coordinate annual administrative, budget, and operational documents, including updating templates, supporting departmental initiatives, coordinating revisions, preparing supporting documentation, and assisting with the development and distribution of recurring annual documents.
• Coordinate administrative support for meetings, forums, special events, and human resources activities, including scheduling, logistics, registrations, communications, recruitment and search processes, onboarding, hiring documentation, and related personnel actions.
• Maintain departmental files, databases, tracking systems, and operational records to ensure accurate documentation, regulatory compliance, effective record retention, and timely reporting of departmental activities.
• Support collaborative operations across the Finance division by serving as backup administrative support for the Office of Budget and Planning, Procurement, the Chief Financial Officer, and other Finance offices during planned and unplanned absences.
• Perform special projects and other administrative, operational, and financial duties as assigned.

MINIMUM QUALIFICATIONS

1. Bachelor's degree in business administration, public administration, finance, accounting, information systems, or a related field, or an equivalent combination of education and experience.
2. Two years of progressively responsible administrative, financial, operational, or program support experience, including independently coordinating administrative processes, maintaining business records and supporting day-to-day operational functions.
3. Demonstrated experience managing multiple competing priorities, exercising sound judgment in resolving routine administrative issues, and consistently meeting established deadlines in a fast-paced