Overview
Receptionist/Administrative Assistant Jobs in New Haven, CT at MECHANICAL HEATING AND AIR CONDITIONING INC
Reporting to the Assistant to the Dean of the School of Art and Design, the Office Coordinator provides a wide range of administrative support to the Dean, Acting Associate Dean, and staff within the Deans office. Responsible for reviewing and processing documents submitted by departmental staff in the School of Art and Design and ensuring that procedures and processes are followed. The Office Coordinator works both independently and collaboratively to assist faculty, staff, and students, schedules meetings and assists in coordinating school events. Participates in setting a culture of collegiality, student-centeredness, and a cohesive school community. Provides direction and guidance to administrative support staff in academic departments across Art and Design, and partners with offices across the College to assist in obtaining and processing information in support of key initiatives.
Responsibilities:
Assess student issues and make referrals to appropriate areas. Anticipate the needs of the Dean/Acting Associate Dean regarding information required to resolve student issues.
Troubleshoot and determine the best way to handle issues and resolve numerous problems that arise on a daily basis.
Reserve meeting rooms, including technology or amenities that may be needed.
Review T&P documents for accuracy and, if corrections are needed, return documents to T&P chairs/departments for corrections. Forward approved documents to Faculty Services.
Review and process faculty forms, including inactive faculty, faculty exceeding teaching limitations, and faculty absences.
Assist with special projects, as needed.
Create and update Smartsheet documents, including departmental dashboards.
Review Master and Audit schedules for accuracy and forward approved schedules to the Registrars Office.
Attend A&D School Meetings, reserve location, send notices of meetings, prepare and distribute agendas, arrange guests speakers, transcribe and distribute approved minutes.
Process purchases, including the payment of invoices and expense reports. Ensure end-of-year payments are made and outstanding invoices/purchase orders are processed or canceled.
Collect and review faculty extra hours submissions for accuracy, and process for the Deans approval before forwarding to Payroll for payment.
Process memorandums of understanding and overtime authorizations for approval, and notify departments when approved by Academic Affairs.
Maintain @fit_artdesign Instagram account.
Maintain Art and Design intranet site.
Verify faculty release hours and hours owed to/from the College.
Prepare Art and Design annual report.
The preceding description is not designed to be a complete list of all duties and responsibilities required of the position; other duties may be assigned consistent with the classification of the position.
Job Requirements:
Minimum Qualifications:
Bachelor’s Degree required.
Minimum of three years of office administration or administrative support; five or more years of experience preferred.
Experience organizing and implementing office procedures and systems.
Preferred Qualifications:
Knowledge of Finance Enterprise, Argos, and Banner.
Knowledge, Skills, & Abilities:
Excellent verbal and written communication skills.
Strong computer skills, including the use of Google Suite, Microsoft Office Suite, and Smartsheet.
Conscientious, self-motivated, resourceful, flexible, and punctual.
Ability to problem solve, work independently, and excel in a high-performance, team-oriented culture.
Must possess a high degree of diplomacy and confidentiality.
Must possess and demonstrate excellent customer service skills and the ability to work with a diverse constituency.
Ability to communicate effectively, remain organized, and precisely follow instructions under pressure.
Additional Information:
Please note all offers of employment are contingent upon successful completion of the background check process.
Salary
Salary: $68,302.49 – $73,197.99 per year
The UCE-FIT Collective Bargaining Agreement (CBA) dictates the compensation, benefits, and conditions of employment. Hiring Salary: $68,302.49 per year with step increments per Salary Schedule 92, after one year of service and annually thereafter.
Work Schedule
Days/Hours: M-F, 9am-5pm, in person; work schedule subject to change based on needs of the department.
Benefits
The Fashion Institute of Technology (FIT) provides comprehensive employee benefit programs designed to help keep our faculty and staff and their families healthy, safe, happy, and productive. Our programs also include a variety of components to help our employees improve the quality and balance of their work and family lives, and to help them prepare for their futures.
Retirement Plans
Health Care Plan and Dental Plan
Employee Assistance Program
Flexible Spending Account
Commuter Benefit Plan
FIT Tuition Exemption Program
Paid Time Off (Vacation, Personal, Sick and Holidays)
4-day Summer Workweek
Qualifying Employer for the Public Service Loan Forgiveness (PSLF) Program
For a full list of FIT benefits, visit our benefits webpage.
Pay Equity by State Employers
Pursuant to Executive Order 161, no State entity, as defined by the Executive Order, is permitted to ask, or mandate, in any form, that an applicant for employment provide his or her current compensation, or any prior compensation history, until such time as the applicant is extended a conditional offer of employment with compensation. If such information has been requested from you before such time, please contact the Governor’s Office of Employee Relations at (518) 474-6988 or via email at [email protected].
Visa Sponsorship
This position is not eligible for visa sponsorship by the Fashion Institute of Technology.
Equal Employment Opportunity (EEO) Statement
FIT is firmly committed to creating an environment that will attract and retain people of diverse racial and cultural backgrounds. By providing a learning and working environment that encourages, utilizes, respects, and appreciates the full expression of every individual’s ability, the FIT community fosters its mission and grows because of its rich, pluralistic experience. FIT is committed to prohibiting discrimination, whether based on race, color, national origin, sex, gender, gender identity, religion, ethnic background, age, disability, marital status, sexual orientation, military service status, genetic information, pregnancy, familial status, citizenship status (except as required to comply with law), or any other criterion prohibited by applicable federal, state, or local laws. FIT is committed to providing equal opportunity in employment, including the opportunity for upward mobility for all qualified individuals. Applications from minorities, women, veterans, and persons with disabilities are encouraged. Inquiries regarding FIT’s non-discrimination policies may be directed to the Affirmative Action Officer/Title IX Coordinator, 212 217.3360, [email protected].
Physical Requirements and Work Environment
The working conditions for this position will be on campus primarily in an office environment. The physical requirement for this position will require frequent sitting, frequent standing, frequent bending, frequent walking, and occasional lifting 20 lbs. or less.
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Title: Receptionist/Administrative Assistant
Company: MECHANICAL HEATING AND AIR CONDITIONING INC
Location: New Haven, CT
