| Overview: |
Quinnipiac University invites applications for the position of Assistant to the VP for Facilities & Capital Planning. This role is ideal for a detail‑driven professional who thrives in a fast‑paced environment, excels at managing complex workflows, and brings exceptional organizational and communication skills. You’ll serve as a central hub for correspondence, scheduling, budgeting support, and confidential documentation—ensuring seamless coordination across internal leadership, external agencies, and departmental functions. |
| About Quinnipiac: |
Quinnipiac University is a private, coeducational institution located 90 minutes north of New York City and two hours from Boston. The university currently has an enrollment of 9,700 students in more than 100 degree programs through its Schools of Business, Communications, Education, Computing & Engineering, Health Sciences, Law, Medicine, Nursing and the College of Arts & Sciences. Our 21 Division I teams have achieved remarkable success, boasting multiple conference titles. This includes a 2023 NCAA National Championship win in ice hockey, a three-time defending national champion women's rugby team, and a trip to the Sweet 16 for our women's basketball team. The Quinnipiac University Poll is nationally recognized as a leader in public opinion research, and the university is consistently recognized by U.S. News & World Report and Princeton Review. The Wall Street Journal ranked Quinnipiac #51 among the best colleges in the nation, and second in Connecticut, for our exceptional graduation rate, salary impact, learning facilities, career preparation and learning opportunities. The university is in the midst of program expansion and renewal for both traditional and adult learners, the development of innovative strategic partnerships, and just opened a South Quad with three new buildings. For more information, please visit qu.edu. Connect with Quinnipiac on Facebook, Instagram, YouTube, TikTok and X. |
| 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.
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| Education Requirements: |
- Bachelor's Degree preferred
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| Qualifications: |
- 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
- Experience supporting facilities operations or work request systems (preferred)
- Notary Public commission or willingness to obtain one
- Strong problem‑solving skills and the ability to work independently with sound judgment
- Proven ability to collaborate effectively with individuals from varied backgrounds.
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| Special Instructions to Applicants: |
TO APPLY:
Applications must be submitted electronically and include a resume, a cover letter detailing how your experience aligns with the position requirements and contact information for three references.
We offer a comprehensive benefits package for full-time faculty and staff which includes tuition remission and a culture that is inclusive and driven by excellence.
Quinnipiac University is an equal opportunity employer and encourages applications from individuals of all backgrounds and experiences. We are committed to fostering an inclusive and respectful community. |
