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Administrative Secretary II

Department:Faculty Senate

Administrative Secretary II

Who we are:

The University of New Haven, founded on the Yale campus in 1920, is a private, coeducational university that has been recognized by The Princeton Review and U.S. News & World Report for academic excellence. Located between New York City and Boston in the shoreline city of West Haven, the University is a diverse and vibrant community of nearly 10,000 students from across the globe. Within its five colleges, students immerse themselves in a transformative, career-focused education across the liberal arts and sciences, fine arts, business, engineering, public safety and public service. More than 100 academic programs are offered, all grounded in a long-standing commitment to collaborative, interdisciplinary, project-based learning.

The Administrative Secretary II provides administrative and secretarial assistance of a confidential and semi-complex nature to the Faculty Senate.

You will:

+ Greets visitors and answers telephone calls. Assesses nature of business and refers to appropriate individual or department.

+ Formats, keyboards and proofreads correspondence, manuscripts, reports, charts, tables, and other documentation that may be required by the University in the course of business. Assembles attachments and correspondence.

+ Reviews forms, correspondence and documentation to ensure completeness before distribution.

+ Coordinates schedules and appointments, and makes travel arrangements.

+ Arrange conference calls, meetings, seminars, lectures, etc. and provide the requisite administrative, logistical and technical support.

+ Attend meetings, take and transcribe notes as required.

+ Prepare, process and maintain travel and expense reports

+ Prepare appropriate documents for new employees hired into the department, including I-9 forms as required.

+ Direct, delegate or demonstrate work to students.

+ Prepare purchase and work orders.

+ Photocopies, Faxes, or Scans material.

+ Sorts and distributes mail

+ Process forms and applications.

+ Compose general correspondence and written material

+ Assist with special events planning.

+ Order and maintains inventory of supplies.

+ Perform other duties as assigned.

SECONDARY DUTIES : As assigned by supervisor

You need:

+ High school degree required

+ Experience working in higher education environment is preferred.

+ A minimum of four (4) years of secretarial experience.

+ Proficiency in Microsoft Word, Excel, PowerPoint and Outlook

+ Ability to learn and acquire new data processing skills.

+ Ability to type with speed and accuracy.

+ Ability to gather, retrieve, organize, and synthesize data in a logical manner.

+ Internet navigation skills.

+ Excellent interpersonal communication skills. Ability to communicate orally and in writing in a professional, clear and concise manner.

+ Ability to work in a collaborative manner with peers and colleagues.

+ Professional appearance and demeanor.

+ Ability to multi-task and appropriately prioritize responsibilities in a fast-paced environment, with strong focus and attention to details and meeting deadlines.

+ Strong customer service skills and an ability to maintain a positive attitude and approachable demeanor when dealing with employees, students, faculty, and the public.

+ Ability to maintain confidentiality of personal and sensitive information

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 the individual hiring departments. Duties may vary from incumbent to incumbent in this job title.

What-s In It for You:

+ Health & Welfare Programs: Employees and their eligible family members, including spouses and dependent are eligible for Medical, Dental, Vision and Life Programs.

+ Wellness & Fitness: On-campus Recreation and Fitness Center for employees and families; Employee Assistant Program

+ Commitment to Educational Excellence: Tuition assistance for employees and eligible dependents; Tuition exchange opportunities

+ Employee Discounts on products, services and educational opportunities

+ Work/Life Benefits: Generous paid time off programs; progressive paid holiday schedule (including holiday break between Christmas and New Year-s); 4 weeks of parental paid leave; flexible work schedules including summer hours where applicable