Administrative Assistant

2 weeks ago

West Haven, 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.

You will:

POSITION SUMMARY: Provides administrative support to the School of Health Sciences Dean's office including the Department of Population Health and Leadership, Rehabilitation Sciences & Wellness, & Allied Health

SUPERVISION RECEIVED: SHS Director of Operations

SUPERVISION EXERCISED: Potential supervision of graduate assistants and undergraduate student assistants.

CORE DUTIES:
  • Interacts with students, faculty, staff, and the public in a professional manner for the SHS Dean's Office; via phone, email or in person, providing appropriate guidance, advice, and information, and/or routing individuals for further assistance as necessary.
  • Coordinates & schedules events, meetings, and workshops.
  • Assists in workflow of faculty load and compensation documents.
  • Assists in adjunct contracts, managing advisor/advisee roles and supporting the Associate Dean.
  • Assists in workflow for curriculum change documents.
  • Assists in managing vendor and PSA contracts, articulations, and other MOUs pertinent to academic affairs.
  • Assists in the coordination of recruiting activities for academic deans and directors as faculty searches arise.
  • Assists in P-card reconciliations, budget requisitions, paying invoices and other operating budget oversight.
  • Manages office documents including archives, website, paper and electronic files.
  • Maintains inventory and orders supplies, subscriptions and other operating materials for the SHS Dean's Office.
  • Reviews and answers routine correspondence when requested.
  • Assists the Office of the SHS Dean on special projects as needed.
  • Assists in workflow oversight for academic programs as assigned.
You need:
  • Bachelor's degree preferred but not required. In lieu of degree, at least 5 years of administrative assistant experience.
  • Minimum 3 years' experience supporting senior level leadership or team.
  • Excellent computer skills, including Microsoft Office Suite (Outlook, Word, Excel, PowerPoint, Teams), as well as Zoom.
  • Strong verbal and written communication skills, including editing, and proofreading skills
  • Excellent time management, detail orientation, and organizational skills
  • Demonstrated ability to plan and prioritize in a complex and dynamic environment, and to solve problems within the context of the priorities and goals of the department.
  • Ability to work under pressure of heavy workload during peak times
  • Customer service orientation and interpersonal skills that display a positive demeanor.
  • Ability to deal with confidential information and issues with integrity and trustworthiness.
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

*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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