Administrative Clerk IV - University of New Haven

UNIVERSITY OF NEW HAVEN

2024 Position Description

Clerical Unit

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.

DEPARTMENT: Office of the University Registrar

OFFICIAL TITLE: Administrative Clerk IV

LEVEL: E

SUPERVISION RECEIVED: Associate Registrar for Operations and Scheduling

GENERAL STATEMENT OF DUTIES:

Perform complex, time sensitive, administrative and general clerical work, in addition to specialized clerical and administrative assignments that are unique to the assigned department

ESSENTIAL DUTIES:

• Receive, classify and process time sensitive information such as student records, faculty schedules changes and assignments, purchase orders, invoices, correspondence, reports, and catalogues for filing
• Update and maintain information in EMS, Acalog, ERP, (Banner, Datatel, etc.) and other systems associated with the department
• Gather information needed to process university forms by interfacing with administrative offices, students, parents and faculty.
• Make appropriate decisions based on information gathered from administrators, students and faculty when answering UNH email`
• Compose general correspondence and emails to students/faculty/staff and outside agencies
• Make appointments and maintain schedules are required by respective departments
• Data entry and retrieval in ERP system and other systems
• Gather and collate statistical information for departmental reports.
• Develops and maintains filing systems as needed
• Develop and maintain vendor lists and appropriate data bases
• Answer phones and greets visitors
• Typing, Photo Copying, Faxing, and Scanning
• Maintain departmental schedules
• Operate office equipment
• Open, sort and distribute mail
• Inventory office supplies
• Prepare requisitions for materials and supplies
• Specific job duties will be developed by the hiring department

SECONDARY DUTIES: As assigned by supervisor

EDUCATIONAL REQUIREMENTS: High school degree required

QUALIFICATIONS, KNOWLEDGE, SKILLS, ABILITIES:

• A minimum of three (3) years of clerical office experience with data entry experience, preferably in a higher education environment
• Ability to type with accuracy
• Knowledge and skills in Microsoft Word, Excel and Outlook and an ERP system (i.e. Banner, Datatel, etc.)
• Strong interpersonal and customer service skills; ability to maintain a positive attitude and approachable demeanor when dealing with administrative staff, faculty, students, preferred vendors and the public
• Ability to work independently as well as a member of a team and adhere to deadlines
• Ability to communicate in a professional, clear and concise manner both verbally and in writing
• Ability to work in a collaborative manner with peers and colleagues
• Basic math skills
• Ability to operate office equipment and to adapt to new data processing skills,
• Professional appearance and demeanor
• Ability to maintain strict confidentiality of sensitive and private 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.

*The University of New Haven is not a qualifying E-Verify employer and its use of E-Verify is limited to specific government projects. For that reason, candidates with STEP OPT authorization cannot be considered for employment.