Administrative Secretary II

3 weeks ago

Orange, United States University of New Haven Full time
Who we are:

The University of New Haven, founded on the Yale campus in 1920, is a private, coeducational university situated on the coast of southern New England. It's a diverse and vibrant community of more than 8,800 students with campuses around the country and around the world. Within its five colleges, students immerse themselves in a transformative, career-focused education across the liberal arts and sciences, fine arts, business, engineering, public safety, and public service. More than 100 academic programs are offered, all grounded in a long-standing commitment to collaborative, interdisciplinary, project-based learning.

The Administrative Secretary will provide administrative and secretarial assistance of a confidential and semi-complex nature to a Director or above. The ancillary services and support provided by an administrative department are critical to the overall operation of the University and its many academic departments.

You are:
  • Able to communicate effectively orally and in writing in a professional, clear and concise manner.
  • Able to maintain discretion and confidentiality of sensitive information.
  • Optimistic and approachable when dealing with employees, students, faculty, and the public.
  • Able to multi-task and appropriately prioritize responsibilities in a fast-paced environment, with strong focus and attention to details and meeting deadlines
  • Organized and able to prioritize responsibilities in a fast-paced environment.
  • Attentive to details and meeting deadlines.
  • Able to work in a collaborative manner with peers and colleagues.

You will:
  • Greet visitors and answers telephone calls. Assess nature of business and refers to appropriate individual or department.
  • Format, keyboard and proofread correspondence, manuscripts, reports, charts, tables, and other documentation that may be required by the University in the course of business. Assemble attachments and correspondence.
  • Review forms, correspondence and documentation to ensure completeness before distribution.
  • Coordinate schedules and appointments, and make travel arrangements.
  • Arrange conference calls, meetings, seminars, lectures, etc. and provide the requisite administrative, logistical and technical support.
  • Attend meetings, take and transcribe notes as required.
  • Prepare, process and maintain travel and expense reports
  • Prepare appropriate documents for new employees hired into the department, including I-9 forms as required.
  • Direct, delegate or demonstrate work to students.
  • Prepare purchase and work orders.
  • Photocopy, Fax, or Scan material.
  • Sort and distribute mail
  • Process forms and applications.
  • Compose general correspondence and written material
  • Assist with special events planning.
  • Order and maintains inventory of supplies.
  • Perform other duties as assigned.

You need:
• Experience working in higher education environment is preferred.
• A minimum of four (4) years of secretarial experience.
• Proficiency in Microsoft Word, Excel, PowerPoint and Outlook
• Ability to learn and acquire new data processing skills.
• Ability to type with speed and accuracy.
• Ability to gather, retrieve, organize, and synthesize data in a logical manner.
• Internet navigation skills.
• Good Customer Service skills.

What's In It for You:
• Health & Welfare Programs: Employees and their eligible family members, including spouses and dependent are eligible for Medical, Dental, Vision and Life Programs.
• Wellness & Fitness: On-campus Recreation and Fitness Center for employees and families; Employee Assistant Program
• Commitment to Educational Excellence: Tuition assistance for employees and eligible dependents; Tuition exchange opportunities
• Employee Discounts on products, services and educational opportunities
• Work/Life Benefits: Generous paid time off programs; progressive paid holiday schedule (including holiday break between Christmas and New Year's); 4 weeks of parental paid leave; flexible work schedules including summer hours where applicable

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