Administrative Secretary II

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 Enrollment Operations Department. The ancillary services and support provided by an administrative department are critical to the overall operation of the University and its many academic departments

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