Job Title: Administrative Assistant

Job Description

Position Overview: 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.

ResponsibilitiesCompose, 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.Essential SkillsCalendar managementAdministrative supportMicrosoft Office proficiencyAdministrative assistanceTravel managementBachelor's degree2-6 years of administrative assistance experienceWorkday experienceSchedulingEvent coordinatingAdditional Skills & QualificationsKnowledge of financial transactions such as preparing and submitting expense reports, reimbursements, and supplier invoice requestsExcellent verbal, written, and interpersonal communication skillsAbility to take initiative, follow up on matters in a timely fashion, effectively problem-solve, and exercise independent judgmentAbility to exercise discretion and maintain strict confidentiality and diplomacy in handling sensitive materialsProven ability to schedule and coordinate logistics for meetings, seminars, and other events, including venue sourcing, selection, appropriate catering, travel, and accommodationsDemonstrated intermediate proficiency with Microsoft Word, Excel, and OutlookAbility and willingness to learn new technology and systemsExcellent organizational skills and the ability to maintain accurate recordsDemonstrated ability to multitask, prioritize, and work effectively with conflicting or competing deadlinesDeveloped customer service skills and the ability to interact well with a diverse populationDemonstrated ability to work independently and flexibly as part of a teamDemonstrated history of attendance, punctuality, and reliabilityWork Environment

The position requires working 5 days a week on-site for 37.5 hours, with flexible hours including 8:30 AM - 4:30 PM or 8:30 AM - 5:00 PM. The work environment is prestigious and stimulating, offering opportunities for professional development and growth. Employees work in a collaborative and inclusive culture, with comprehensive benefits including health insurance, retirement plans, and tuition assistance. There is an emphasis on work-life balance with support for personal and professional well-being.

Pay and Benefits

The pay range for this position is $30.00 - $33.00/hr.

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 is anticipated to close on Feb 24, 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 for other accommodation options.