Administrative Assistant – Office of Human Resources / Office of Institutional Equity - University of New Haven

Administrative Assistant – Office of Human Resources / Office of Institutional Equity

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 Assistant will provide high-level administrative support to the Vice President, Institutional Equity & Chief Diversity Officer and the Office of Human Resources. The position proactively identifies and addresses ongoing office needs and performs confidential duties with a high level of integrity and discretion with limited supervision.

As a representative of the Offices of Institutional Equity and Human Resources, this support role requires the ability to anticipate needs, prioritize work and multi-task, execute transactions effectively and efficiently, manage and support high volume activities and calendaring, while maintaining a high level of professionalism and customer service acumen. The successful incumbent provides comprehensive, tactical, and analytical support to projects and other related departmental activities

You are:

• Detail-oriented, possess a high degree of accuracy, and highly organized
• Able to communicate effectively with employees and maintain discretion and confidentiality of sensitive information
• Committed to diversity, inclusion, access, and belonging

You will:

• Establish and administer office operations, anticipating issues and proactively seeking resources and solutions.
• Assist with executing projects and updating plans, prepare presentation materials and spreadsheets, and assemble materials.
• Support administrative tasks associated with the recruitment and hiring or faculty and staff at the university (i.e. offer letters, advertising, reports, background check investigations, new hire interface). Supports administrative tasks associated with the Title IX office.
• Monitors budgets, runs financial reports, processes invoices and purchase orders, reconcile expense reports, order supplies, and follow up on financial inquiries and needed resolutions.
• Composes and prepares confidential communications and presentations; formats, proofreads, and edits correspondence, and reports. Reviews outgoing material, which may include metrics and reporting, for accuracy and completeness.
• Coordinates logistical aspects of meetings, programs, and events both in-person or remotely. Clarifies details, instructional requirements, catering, and technical needs. Coordinates internal and external resources to support the execution of event(s) (i.e. new employee onboarding, annual service recognition celebration, Title IX training).
• Advises, screens, and supports visitors and inquiries appropriately. Manages complex appointment calendar, coordinates, and schedules meetings, training programs, or confidential appointments.
• Maintains content updates and accuracy of the Human Resources web page (benefits, talent management, policies, etc.) and monitors and/or responds to the Human Resources general email box.

Additional Duties:

• Complete tasks assigned by the Vice President, Institutional Equity & Inclusion and Associate Vice President, Human Resources & Organizational Development.
• Other related duties as assigned.

You need:

• Bachelor’s degree preferred but not required. In lieu of degree, at least 7 years of administrative assistant experience.
• Minimum 3 years’ experience supporting senior level leadership or team.
• Excellent computer skills, including Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Strong verbal and written communication skills, including editing, and proofreading skills
• Excellent time management, detail orientation, and organizational skills
• Demonstrated ability to plan and prioritize in a complex and dynamic environment, and to solve problems within the context of the priorities and goals of the department.
• Ability to work under pressure of heavy workload during peak times
• Customer service orientation and interpersonal skills that display a positive demeanor.
• Ability to deal with confidential information and issues with integrity and trustworthiness.
• Preferred experience with Human Resources, Diversity, and/or Title IX practices desirable.

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