Overview
Office Administrator Jobs in Newington, CT at Advance Plumbing and Heating, INC
Senior Administrative Assistant, SEAS
School of Engineering and Applied Science – Business Operations
94495BR
University Job Title
Senior Administrative Assistant
Bargaining Unit
L34 – Local 34 (Yale Union Group)
Time Type
Full time
Duration Type
Regular
Compensation Grade
Labor Grade D
Wage Ranges
Click here to see our Wage Ranges
Searchable Job Family
Administration, Secretarial, Support Service
Total # of hours to be worked:
37.5
Work Week
Standard (M-F equal number of hours per day)
Work Location
Central Campus
Worksite Address
10 Hillhouse Avenue
New Haven, CT 06511
Work Model
On-site
Position Focus:
The senior administrative assistant will provide high-level administrative support and customer service for the SEAS Dean’s office and school departments. This position is a key member of the SEAS Dean’s office administrative team, working closely with the SEAS business office team and collaborating with colleagues throughout the school to provide support and move forward strategic and operational initiatives. This position supports and advances SEAS’s commitment to a diverse and inclusive work environment and serves as a welcoming first point of contact and principal source of information for students, faculty and other visitors of the school.
This person will provide high quality administrative support including but not limited to procurement and expense processing, student employment hiring, and provide overall SEAS department administrative support, including events, internal communications, website updating, and other general duties. This individual will support strategic initiatives, the Center for Engineering Innovation & Design, serve as a backup for the Dean’s Executive Assistant, and provide general all-school back up coverage for department faculty support and chair assistants as needed. They will act as a liaison within and across departments and may perform additional functions incidental to office activities, project based work, or other needs as assigned.
This position requires a high degree of customer service, organization, flexibility, expertise using technological tools and applications and the ability to thrive in a fast-paced environment with discretion and professionalism.
This position is 5 days on site during the academic year with hybrid flexibility during the summer approved by the manager.
Dept/Section URL
https://seas.yale.edu/
Essential Duties
1. Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems. Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities. 2. Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements. 3. Provides editorial support for a journal/publication. Proofreads and edits material for grammatical and factual accuracy. Tracks copy through various editing and production stages. Communicates with authors, printers, and others concerned with published work. 4. Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences. Assembles and arranges for necessary items. Determines sources of data. Compiles, synthesizes and manipulates data. Summarizes findings and writes reports or portions of reports. 5. Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail. 6. Formats, keyboard, proofread, and edits correspondence, reports, manuscripts, grants, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures. Composes substantive correspondence and written material. 7. Coordinates travel arrangements. Schedules and coordinates meetings and appointments. Orders and maintains inventory of supplies. Takes minutes or dictation. Performs additional functions incidental to office activities.
Required Education and Experience
Six years of related work experience, four of them in the same job family at the next lower level, and high school level education; or four years of related work experience and an Associate’s degree; or little or no work experience and a Bachelor’s degree in a related field; or an equivalent combination of demonstrated experience and education.
Required Skill/Ability 1:
Demonstrated experience processing expense reports, calendar management and booking travel. Ability to plan, organize, and manage a large volume of work and many different administrative tasks in a complex, fast-paced environment. Ability to multi-task and ability to tolerate frequent interruptions in any one task and still execute it in a reasonable timeframe.
Required Skill/Ability 2:
Sensitivity to and ability to effectively maintain confidentiality of information and materials. Ability to work independently and under pressure. Mature judgement when handling sensitive issues. Ability to prioritize, anticipate and proactively solved problems.
Required Skill/Ability 3:
Strong interpersonal skills and demonstrated ability to communicate in a clear, consistent and collegial manner as a resource and source of authority. Communicates effectively, both orally and in writing. Powerful communicator able to convey complex, multi-layer policies and procedures in a highly regulated environment to internal and external parties.
Required Skill/Ability 4:
Proven track record of resourcefulness demonstrated exercising of good judgement, and self-starter. Strong appreciation for process and internal controls.
Required Skill/Ability 5:
Excellent computer skills, demonstrated knowledge and ability to use Microsoft Office software applications, including Teams, Outlook, Word, and Excel with the proven ability to compile database extractions; ability and willingness to learn and evolve with the ever-changing computing environment.
Weekend Hours Required?
No
Evening Hours Required?
No
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.
Health Requirements
Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.
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: Office Administrator
Company: Advance Plumbing and Heating, INC
Location: Newington, CT
