Administrative Secretary I

BARGAINING UNIT: Yes

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 7,000 students from across the globe.

The Administrative Secretary 1 will provide administrative and secretarial support to the Department Chair and faculty members within the Physician Associate Program. This position assists the Department Chair and faculty members within the Physician Associate Department, with all administrative and additional duties as outlined below.

You Are:

Able to provide general administrative and secretarial support to the department head or chair, departmental faculty members and other staff assigned to the academic unit.

You Will:

ESSENTIAL DUTIES:

• Answers and screens calls
• Directs callers and visitors to appropriate resource
• Greets and assists students, parents, faculty, administrators and visitors
• Assembles, processes and disseminates required paperwork and information to faculty and adjuncts.
• Prepare I-9 and other required paperwork for new adjuncts and forwards to Human Resources.
• Prepare purchase and work orders.
• Enters necessary data to update EPDO forms
• Types manual PDO’s when necessary and forwards for appropriate signatures.
• Sorts and distributes mail.
• Types and files a variety of documents including but not limited to correspondence, reports, charts, tables, and other documentation that may be required by the University in the course of business. Assembles attachments that may accompany correspondence.
• Creates, maintains, and updates files and records electronically or manually.
• Order books and completes required paperwork
• Photocopies, Faxes or Scans material.
• Sets up appointments and coordinates meetings.
• Reserves rooms for meetings
• Orders and maintains inventory of supplies
• Assist with special events planning and travel arrangements.

SECONDARY DUTIES:

• As assigned by supervisor.

You need:

• A High School Diploma
• Experience working in higher education environment is preferred.
• A minimum of three (3) years of clerical type experience
• Knowledge of Microsoft Word, Excel, PowerPoint and Outlook.
• Ability to learn and acquire new data processing skills.
• Ability to type with accuracy.
• Internet navigation skills.
• Ability to gather, retrieve and organize data in a logical manner.
• 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.
• Strong interpersonal and customer service skills; ability to maintain a positive attitude and approachable demeanor when dealing with students, faculty, employees 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.