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 that has been recognized by The Princeton Review and U.S. News & World Report for academic excellence. Located between New York City and Boston in the shoreline city of West Haven, the University is a diverse and vibrant community of nearly 10,000 students from across the globe. 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.

Whats 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 Years); 4 weeks of parental paid leave; flexible work schedules including summer hours where applicable
* The University of New Haven is not a qualifying E-Verify employer and its use of E-Verify is limited to specific government projects. For that reason, candidates with STEP OPT authorization cannot be considered for employment.

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