Overview
Administrative Assistant Jobs in Melville, NY at H&J Medical Supplies
Position Purpose
To serve as Administrative Assistant for the Facilities Customer Service Center, greeting and welcoming visitors and answering simple inquiries where applicable or referring to appropriate persons. In addition, provides basic clerical support to the office to increase efficiency and expedite/coordinate the work of others. Will serve as a backup for processing invoices, key distribution, and the snack shop.
Dartmouth’s facilities include over 5 million square feet of space in 165 buildings. These facilities serve over 5,600 students and 5,000 faculty and staff in a variety of academic, research, administrative, athletic, and residential spaces.
Description
Required Qualifications – Education and Yrs Exp
High School plus 1-2 year(s) of experience or equivalent combination of education and experience
Required Qualifications – Skills, Knowledge and Abilities
Two-plus years of experience in an office environment.
Two years of administrative experience in a business setting.
Proficiency in Microsoft Office applications.
Team player, with ability to work in a team environment.
Customer-first attitude, and customer service experience in any field.
Able to work in a dynamic environment with competing priorities and react in a calm professional manner.
Preferred Qualifications
Previous experience in a Facilities environment.
Understanding of facilities processes and the type of work performed.
Ability to plan and prioritize work for self and others.
Excellent communication and interpersonal skills with the ability to interact with diverse College constituencies.
Attentive to detail and interested in providing accurate, clear, and concise results.
Demonstrates a high level of concentration while working in a fast-paced, continually changing organization. Comfortable with frequent interruptions to daily work.
Department Contact for Recruitment Inquiries
Campus Services HR
Department Contact Phone Number
603-646-3323
Department Contact for Cover Letter and Title
Customer Relations Center Manager
Department Contact’s Phone Number
Equal Opportunity Employer
Dartmouth College is an equal opportunity/affirmative action employer with a strong commitment to diversity and inclusion. We prohibit discrimination on the basis of race, color, religion, sex, age, national origin, sexual orientation, gender identity or expression, disability, veteran status, marital status, or any other legally protected status. Applications by members of all underrepresented groups are encouraged.
Background Check
Employment in this position is contingent upon consent to and successful completion of a pre-employment background check, which may include a criminal background check, reference checks, verification of work history, conduct review, and verification of any required academic credentials, licenses, and/or certifications, with results acceptable to Dartmouth College. A criminal conviction will not automatically disqualify an applicant from employment. Background check information will be used in a confidential, non-discriminatory manner consistent with state and federal law.
Is driving a vehicle (e.g. Dartmouth vehicle or off road vehicle, rental car, personal car) an essential function of this job?
Not an essential function
Special Instructions to Applicants
Dartmouth College has a Tobacco-Free Policy. Smoking and the use of tobacco-based products (including smokeless tobacco) are prohibited in all facilities, grounds, vehicles or other areas owned, operated or occupied by Dartmouth College with no exceptions. For details, please see our policy. https://policies.dartmouth.edu/policy/tobacco-free-policy
Additional Instructions
Key Accountabilities
Description
Customer Service
Serves as an initial welcome point of contact for visitors, students, and staff. Directs traffic to appropriate locations.
Interacts professionally and respectfully in person, by email, and phone with a wide variety of internal constituents (Dartmouth senior leaders, Trustees, faculty, and staff, students, parents and the community) and external constituents (consultants, contractors, etc.).
Manages the daily calendars for the FOM leadership to ensure the most efficient use of time. Schedules meetings, resolves conflicting demands, and coordinates co-sponsorship of meetings with other offices. Briefs affected personnel on changes in schedules, priorities, or on matters needing their immediate attention.
Orders and tracks employee uniform purchasing and distribution.
Orders and tracks cell phones and maintains a comprehensive database of numbers and users.
Orders office supplies and keeps track of inventory including copy machine materials. Coordinates repairs of copy machines/printers.
Provides other miscellaneous administrative support such as assisting staff with travel arrangements; taking meeting minutes; scheduling department safety training with Environmental Health & Safety (EHS); organizing reimbursements for staff and students. Interprets, applies and explains department, division, and College policies and procedures.
Monitors and routes the incoming FO&M email account to the right people.
Receive deliveries in the central stores building. Sort and notify recipients of packages.
Works on updating as well as the creation of documentation for the facilities department, including consolidation of information into shared drives and creating organizational efficiencies on the administrative front.
Percentage Of Time
80
Description
Invoice Processing
Serves as a backup to the Financial Specialist, processing invoices.
Percentage Of Time
10
Description
Culture and Employee Belonging
We are actively striving to make Campus Services a desired place to work in the Upper Valley, a place where people feel welcomed, where they can be their authentic selves, be heard, and feel accepted. We want this culture to be felt by those who receive our services. The way we treat one another should be the same way we treat our customers.
Demonstrates a commitment to diversity, inclusion, and cultural awareness through actions, interactions, and communications with others.
Participates in division wide CEB initiatives and training, including promotion of the 7 Principles (Empathy, Fairness, Dependability, Inclusivity, Consideration, Vulnerability and Respect)
Collaborates, when appropriate, on other CEB-related initiatives within the division and College
Percentage Of Time
10
–
Demonstrates a commitment to diversity, inclusion, and cultural awareness through actions, interactions, and communications with others.
–
Performs other duties as assigned.
Title: Administrative Assistant
Company: H&J Medical Supplies
Location: Melville, NY
