Overview
Administrative Assistant Jobs in Georgetown, DE at ARK Systems
Administrative Assistant
YSM Diversity Office- Diversity, Inclusion, Community Engagement and Equity (DICE)
95054BR
University Job Title
Administrative Assistant
Bargaining Unit
L34 – Local 34 (Yale Union Group)
Time Type
Full time
Duration Type
Regular
Compensation Grade
Labor Grade C
Wage Ranges
Click here to see our Wage Ranges
Searchable Job Family
Secretarial
Total # of hours to be worked:
37.5
Work Week
Standard (M-F equal number of hours per day)
Work Location
Medical School Campus
Worksite Address
367 Cedar Street
New Haven, CT 06510
Work Model
Hybrid
Position Focus:
Reporting to the Associate Dean and Director of Diversity, Inclusion, Community Engagement and Equity (DICE), the Administrative Assistant will be responsible for:
Managing their calendars and provide administrative support to the operations of the office. This includes answering phones, greeting students/visitors, making copies, filing, editing and composing surveys, creation of simple data bases, and other ad hoc administrative requests.
Proactively forecasting and articulating in a timely manner to the Director the needs of the office to save costs for events and initiatives.
Assisting in the planning of all DICE in-person and on-line conferences, events, pathway programs, community outreach, recruitment activities, and medical students initiatives. This will include but not limited to: summer programs, recruitment fairs, PATHS, First Look Weekend, Second Look Weekend, YSEMA.
Scheduling and coordinating logistical needs for online and in-person meetings/events. This will include but is not limited to: developing and assembling meeting materials, packing and mailing information, booking rooms, sending reminders, catering, and initiating facility requests. Providing administrative support to the Student Affinity Groups (attending meeting, email communications.
Reviewing, preparing and processing all receipts, check requests, invoices for payment or reimbursement and other business documents. Seek price quotes and identify materials for purchase.
Completing and reconciling travel arrangements for the office as well as students traveling to events on and off campus.
Flexibility in work hours to include occasional nights and weekends for events.
Essential Duties
1. Serves as source of information to students, staff, faculty, and clients on policies, procedures, and office activities. 2. Greets visitors. Answers and screens telephone calls. Assesses natures of business. Provides assistance or refers to appropriate individual. Schedules and coordinates meetings and appointments. 3. Receives and schedules client referrals. Resolves scheduling conflicts. Formats, keyboards, edits and proofreads correspondence, grants, manuscripts, reports, and other material. Assembles attachments and corresponding material. 4. Reviews outgoing material for completeness, attachments, dates, and signatures. Composes general correspondence and written material. 5. Gathers, compiles and records data. Creates reports and summarizes findings. Assembles and compiles material for grant, contract, and budget preparation. 6. Monitors expenditures and reconciles financial statements. Coordinates travel arrangements. Establishes and maintains filing systems. Sorts screens and distributes mail. Completes forms. 7. Orders and maintains inventory of supplies. Photocopies material. Oversees and instructs support staff. Performs additional functions incidental to office activities. 8. May perform other duties as assigned.
Required Education and Experience
Four years of related work experience, two of them in the same job family at the next lower level, and a high school level education; or two years of related work experience and an Associate’s degree; or an equivalent combination of experience and education.
Required Skill/Ability 1:
Exceptional organizational skills with the ability to handle competing priorities. Prior demonstrated experience in an administrative support role.
Required Skill/Ability 2:
Proven ability to achieve high quality work outcomes, meet deadlines and effectively solve problems independently as well as part of a team. Ability to regularly exercise good judgement and initiatives. Ability to be resourceful and proactive.
Required Skill/Ability 3:
Proven experience with Microsoft Office Suite (Word, Excel, PowerPoint, etc.), Qualtrics and graphic design platform.
Required Skill/Ability 4:
Excellent grammar, spelling and written communication skills.
Required Skill/Ability 5:
Excellent interpersonal skills. Excellent attention to detail.
Preferred Education, Experience and Skills:
Bachelor’s degree. Proven experience managing calendar, scheduling meetings and travel and handling expense reimbursements in an administrative position. Proven experience updating websites and working with social media platforms in a professional role.
Weekend Hours Required?
Occasional
Evening Hours Required?
Occasional
Drug Screen
No
Health Screening
No
Background Check Requirements
All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit “Learn about background checks” under the Applicant Support Resources section of Careers on the It’s Your Yale website.
Posting Disclaimer
The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.
EEO Statement:
The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.
Inquiries concerning Yale’s Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).
Note
Yale University is a tobacco-free campus
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Title: Administrative Assistant
Company: ARK Systems
Location: Georgetown, DE
