Overview
Real Estate Admin Jobs in Philadelphia, PA at Five Below
Sr. Admin. Asst., Acad. Appts. & Community Events
Molecular Cellular & Developmental Biology – Business Operations
93401BR
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
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
219 Prospect Street
New Haven, CT 06511
Work Model
Hybrid
Position Focus:
Reporting to the Faculty & Academic Affairs Administrator, the Senior Administrative Assistant, Academic Appointments & Community Events provides high-level administrative and customer service support to multiple faculty and academic scholars in the Department of Molecular, Cellular and Developmental Biology. This role will serve as the principal source of information regarding policies and procedures related to academic new hire/initial appointments and reappointments including international visa processes and policies of OISS, while independently processing related tasks in an accurate and efficient manner.
The senior administrative assistant is also responsible for planning, organizing and executing departmental community events including but not limited to weekly coffee hour and happy hour, bio blitz presentations, seasonal events and other social events that help foster a sense of belonging and build strong departmental community. Related tasks include organizing and supporting event activities, reserving space and ensuring media services and/or catering needs are addressed, processing related expense reimbursements, invoices, and purchase orders using Workday. Setting up suppliers in Workday and preparing Professional Service and Consultant Agreements and contracts.
The position will serve as the primary back up for the Sr. Administrative Assistant, Departmental Events and the Sr. Administrative Assistant, Operations as well as provide back-up for other administrative support staff. Please note, the detailed responsibilities in this Position Focus are specific and most relevant to the role. Additional duties may be assigned as needed. Based on operational needs, there might be changes to our current hybrid work schedule. It is possible that we may need to transition being on campus five days a week, either temporarily or permanently.
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 experience and education.
Required Skill/Ability 1:
Ability to take initiative, problem-solve, and exercise independent judgment. Ability to manage time to be efficient and productive. Strong interpersonal skills, including the ability to interact well with a varied population including students, visitors (domestic and international), faculty, and staff.
Required Skill/Ability 2:
Excellent organizational skills, as well as written and verbal communication skills, with strong attention to detail, thoroughness, and follow-through. Adaptable, resourceful, and well-spoken, with a strong work ethic and professional demeanor.
Required Skill/Ability 3:
Ability to multi-task effectively with demanding time constraints. Ability to work well under pressure addressing multiple projects. Demonstrated ability to be flexible and manage change effectively, often with short notice. Demonstrated ability to learn new systems, processes, and software. Prior experience in a Administrative support role.
Required Skill/Ability 4:
Proven ability to function independently and as part of an integrated team in a fast-paced environment. Demonstrated proficiency providing support in a professional organization. Ability to maintain discretion and professionalism.
Required Skill/Ability 5:
Demonstrated history of excellent attendance, reliability, and punctuality. Demonstrated strong administrative support skills. Proven record of resourcefulness, problem-solving, and ability to work independently, without continuous direction.
Preferred Education, Experience and Skills:
Bachelor’s degree in Business Administration, Marketing or Communications and/or previous administrative experience preferred.
Weekend Hours Required?
No
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:
University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, 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
Title: Real Estate Admin
Company: Five Below
Location: Philadelphia, PA
