ACTALENT IS HIRING FOR AN ADMINISTRATIVE ASSISTANT IN NEW HAVEN, CT!

Job Description

This position provides high-level administrative support to faculty, research staff, and students. The role serves as a key source of information on policies and procedures for faculty, students, and visitors.

Responsibilities

• Compose, format, compile data, and prepare drafts of written correspondence (letters, memos, reports, PowerPoint presentations, course documents, etc.).

• Proofread, edit, and review materials for grammar, accuracy, and completeness.

• Coordinate travel arrangements, prepare and submit expense reports, and handle other business-related transactions.

• Schedule and provide on-site support for meetings.

• Organize, coordinate, and implement department-specific events, including catering and refreshments.

• Oversee the use and maintenance of office equipment.

• Provide teaching faculty with support, including typing exams, administrative support for Canvas tools, and coordination with the Office of Institutional Equity & Accessibility.

• Coordinate repairs and floor maintenance with relevant service providers.

• Maintain optimal levels of office, lab, and computer supplies.

• Sort and distribute mail.

• Gather research papers and special orders.

• Provide coverage for other Administrative Assistants as needed.

• Perform other duties as assigned.

• Oversee and coordinate administrative, program, and office activities. Establish, select, implement, and coordinate office procedures and systems.

• Serve as the principal source of information on policies, procedures, programs, and office activities.

• Oversee, instruct, and coordinate activities of support staff.

• Prepare materials for grants, contracts, and budgets. Monitor expenditures and reconcile financial statements.

• Provide editorial support for a journal/publication. Proofread and edit material for grammatical and factual accuracy. Track copy through various editing and production stages. Communicate with authors, printers, and others involved in published work.

• Determine administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences. Assemble and arrange necessary items.

• Determine sources of data, compile, synthesize, and manipulate data. Summarize findings and write reports or portions of reports.

• Greet visitors. Answer and screen telephone calls. Assess the nature of business. Respond to requests for information and provide assistance. Screen and respond to mail.

• Format, keyboard, proofread, and edit correspondence, reports, manuscripts, grants, and other material. Assemble attachments and corresponding material. Review outgoing material for completeness, dates, and signatures. Compose substantive correspondence and written material.

• Coordinate travel arrangements. Schedule and coordinate meetings and appointments.

• Order and maintain inventory of supplies. Take minutes or dictation.

• Perform additional functions incidental to office activities.

Essential Skills

• Calendar management

• Administrative support

• Microsoft Office

• Calendaring

• Administrative assistance

• Travel management

• Bachelor’s degree

• 2-6 years of administrative assistance

• Workday experience

• Scheduling

• Event coordinating

• Executive support

• Customer service

• Concur

Additional Skills & Qualifications

• Six years of related work experience, including four years in the same job family at the next lower level, and a high school 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.

• Excellent verbal, written, and interpersonal communication skills.

• Ability to take initiative, follow up on matters in a timely fashion, effectively problem-solve, and exercise independent judgment.

• Ability to exercise discretion and maintain strict confidentiality and diplomacy in handling sensitive materials.

• Proven ability to schedule and coordinate logistics for meetings, seminars, and other events, including venue sourcing, selection, appropriate catering, travel, and accommodations.

• Proven ability to provide on-site event support independently.

• Demonstrated intermediate proficiency with Microsoft Word, Excel, and Outlook.

• Ability and willingness to learn new technology and systems.

• Proven ability with financial transactions, such as preparing and submitting expense reports, reimbursements, and supplier invoice (check) requests.

• Excellent organizational skills and the ability to maintain accurate records.

• Demonstrated ability to multitask, prioritize, and work effectively with conflicting or competing deadlines.

• Developed customer service skills and the ability to interact well with a diverse population.

• Demonstrated ability to work independently and flexibly as part of a team.

• Demonstrated history of attendance, punctuality, and reliability.

• Preferred knowledge of Drupal, Workday, SAP Concur/World Travel, and Canvas software platforms.

Work Environment

This position requires working on-site for 5 days a week, totaling 37.5 hours. Flexible hours are available, with options such as 8:30 AM to 4:30 PM or 8:30 AM to 5:00 PM.

Pay and Benefits

The pay range for this position is $30.00 - $33.00

Eligibility requirements apply to some benefits and may depend on your job classification and length of employment. Benefits are subject to change and may be subject to specific elections, plan, or program terms. If eligible, the benefits available for this temporary role may include the following: • Medical, dental & vision • Critical Illness, Accident, and Hospital • 401(k) Retirement Plan – Pre-tax and Roth post-tax contributions available • Life Insurance (Voluntary Life & AD&D for the employee and dependents) • Short and long-term disability • Health Spending Account (HSA) • Transportation benefits • Employee Assistance Program • Time Off/Leave (PTO, Vacation or Sick Leave)

Workplace Type

This is a fully onsite position in New Haven,CT.

Application Deadline

This position will be accepting applications until Feb 3, 2025.

About Actalent

Actalent is a global leader in engineering and sciences services and talent solutions. We help visionary companies advance their engineering and science initiatives through access to specialized experts who drive scale, innovation and speed to market. With a network of almost 30,000 consultants and more than 4,500 clients across the U.S., Canada, Asia and Europe, Actalent serves many of the Fortune 500.

Diversity, Equity & Inclusion

At Actalent, diversity and inclusion are a bridge towards the equity and success of our people. DE&I are embedded into our culture through:

• Hiring diverse talent

• Maintaining an inclusive environment through persistent self-reflection

• Building a culture of care, engagement, and recognition with clear outcomes

• Ensuring growth opportunities for our people

The company is an equal opportunity employer and will consider all applications without regard to race, sex, age, color, religion, national origin, veteran status, disability, sexual orientation, gender identity, genetic information or any characteristic protected by law.

If you would like to request a reasonable accommodation, such as the modification or adjustment of the job application process or interviewing process due to a disability, please email actalentaccommodation@actalentservices.com (%20actalentaccommodation@actalentservices.com) for other accommodation options.