Quinnipiac University - School of Business · 11 hours ago
Assistant to the VP for Facilities & Capital Planning
Hamden, CT
Contract
Onsite
Mid Level
3+ years expQuinnipiac University is a private institution located in Hamden, CT, seeking an Assistant to the VP for Facilities & Capital Planning. This role involves managing correspondence, scheduling, budgeting support, and ensuring effective coordination across various departments and external agencies.
Higher Education
Responsibilities
Take messages, direct queries, and answer questions within the scope of knowledge and authority. Oversee the mailing or distribution of documents, letters, invitations, and reports in a timely manner
Oversee facilities correspondence, memos, minutes, reports, grant applications, forms, examinations, etc. Coordinate all correspondences for accuracy, format, punctuation, and construction. Uses discretion in dealing with confidential information
Work with outside agencies (i.e. utilities companies, local municipalities, and university consultants), with the assistance of necessary approvals for new construction, renovations, property acquisitions, or other related capital planning efforts
Maintains the Vice President’s calendar and coordinates all internal and external meetings, travel schedules, and travel arrangement for Vice President. Prepare daily folder including all documentation necessary for meetings. Prepare materials for review in advance of meetings
Maintain records on departmental expenditures. Initiate and expedite purchase requisitions and requests for payments. Provide assistance in coordinating the Facilities Department budget process
Maintain and develop confidential documents regarding labor issues, including but not limited to financial data, disciplinary action, grievance correspondence, contract proposals and related background information, and record keeping with time and attendance issues
Assist in the implementation of the Facilities Work Request System, including reporting and record keeping
Assist in the review incoming mail for appropriate distribution and action
Organize and file all pertinent data so that it is readily accessible, including important personnel data
Responsible for maintaining petty cash drawer and distribution of petty cash to other department employees when necessary
May serve as a Notary Public to notarize documents
Other duties as assigned
Qualification
Required
3-5 years proven experience in administrative support, office management, or executive‑level assistance
Proficiency with Microsoft Word, Excel, Outlook, PowerPoint and document preparation, and workflow systems
Strong written and verbal communication skills with exceptional attention to detail
Demonstrated ability to manage confidential and sensitive information with discretion
Experience coordinating calendars, meetings, travel, and high‑volume correspondence
Familiarity with budget tracking, purchasing processes, and departmental expenditures
Ability to collaborate with external agencies, vendors, and municipal partners
Skilled in organizing, maintaining, and retrieving records, files, and personnel data
Strong multitasking abilities with a track record of meeting deadlines
Strong problem‑solving skills and the ability to work independently with sound judgment
Proven ability to collaborate effectively with individuals from varied backgrounds
Preferred
Experience supporting facilities operations or work request systems
Notary Public commission or willingness to obtain one
Benefits
Tuition remission
A culture that is inclusive and driven by excellence
Company
Quinnipiac University - School of Business
Quinnipiac University - School of Business
1001-5000 employees
Funding
Current Stage
Late StageCompany data provided by crunchbase