Overview
Service Administrative Assistant Jobs in Tacoma, WA at Sws Equipment Llc
Senior Administrative Assistant
Graduate School – Business Operations
93489BR
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
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
1 Hillhouse Avenue
New Haven, CT 06511
Work Model
Hybrid
Position Focus:
Reporting to the Manager of Finance & Administration for the Graduate School and Faculty of Arts & Sciences, serve as a primary point-of-contact for students, faculty, and other visitors to the Graduate School. With some latitude for discretion and independent judgment, plan, coordinate and oversee academic and administrative activities for the Graduate School. Provide high level administrative support for the academic Graduate School deans. Plan and coordinate meetings, conferences, and student programs as well as other school events. Serve as the principal source of information for Graduate School activities including dean initiatives and student programs. Update website and send communications on behalf of deans. Serve as reception and point of contact to visitors, answer busy phones, take messages, route calls, and answer. Email questions about Graduate School activities and functions. Direct students, faculty, and department staff to events and resources. Participate in planning as well as providing information about academic deadlines and key events such as Commencement and Orientation/Matriculation. Provide coverage during vacation and additional support during peak periods of activity. Order supplies and services as needed. Manage the dissemination of mail for the building. Process expense reports and reimbursements and arrange travel and create itineraries. Perform other duties as assigned.
The current hybrid work schedule for this position is 4 days on campus with 1 remote workday. In the event that we transition to being on campus five days a week, either temporarily or permanently due to operational needs, the hybrid schedule will be suspended. To ensure the front desk reception always has coverage, this position may be required to come to campus on a scheduled remote workday with only short notice.
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 problem-solve in a technical environment (working with many databases and reports) and handle many tasks independently with many interruptions.
Required Skill/Ability 2:
Demonstrated excellence in customer service skills. Ability to represent the Graduate School and the university professionally; ability to communicate orally and in writing in a clear, pleasant, and grammatically correct manner. A writing sample may be requested at time of interview.
Required Skill/Ability 3:
Demonstrated ability in Microsoft Office skills in Excel, Word, and PowerPoint with a high degree of competency including mail merge, excel database management and functions.
Required Skill/Ability 4:
Ability to work independently as well as part of a team. Ability to multi-task effectively with demanding time constraints. Ability to work well under pressure with competing deadlines and emergencies.
Required Skill/Ability 5:
Detail oriented with well-developed organization, analytical and interpersonal skills. Demonstrated accuracy and attention to detail.
Preferred Education, Experience and Skills:
Proven experience using Yale systems including Workday, Yale Messaging and skills associated with website management. Proven experience with event management and planning.
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:
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: Service Administrative Assistant
Company: Sws Equipment Llc
Location: Tacoma, WA
