Senior Administrative Assistant,Philosophy Job New Haven area,Connecticut USA,Administrative/Clerical

Salary Range

$31.83

Job

Requisition

133738WD

Overview

The Senior Administrative Assistant for the Philosophy Department, reporting to the Operations Manager, provides comprehensive administrative support and serves as the primary resource on policies, procedures, programs, and office operations for faculty, students, and staff, ensuring efficient workflow and the smooth day‑to‑day functioning of the department.

Responsibilities

Prepare and process financial transactions, including p‑card expenses, reimbursements, out‑of‑pocket and visitor expenses, supplier set‑up, and purchase order requests for sponsored and non‑sponsored funding.

Prepare and process Professional Services and Consulting Agreements (PSCA) by applying established policies and procedures with minimal supervision, and conduct research as needed to ensure accuracy and completeness.

Coordinate departmental events such as seminars, colloquia, and workshops, including calendar management, scheduling, logistics coordination, venue research and pricing, advertising, and technical support.

Arrange domestic and international travel, lodging, catering, and transportation while remaining aware of budgetary constraints.

Process and track vendor invoices, generate weekly reports to monitor expense and payment status, and follow up on outstanding items.

Support student employment processes, including job creation, hiring, and supervision.

Maintain office operations by ensuring office equipment is serviced, coordinating regular faculty meetings, maintaining accurate departmental records, issuing and tracking keys, and ordering office supplies.

Provide backup support to the Chair’s Assistant and assist with departmental coverage and events.

Perform additional duties as assigned based on operational and organizational needs.

Required

Skills and Abilities

Organizational

Skills:

Proven ability to manage multiple tasks, prioritize effectively, and meet deadlines in a fast‑paced environment.

Communication

Skills:

Excellent verbal and written communication skills, proficiency in Microsoft Office (Word, Excel, Outlook), and strong follow‑up skills.

Administrative Proficiency:
Demonstrated experience in scheduling, expense processing, and report preparation.

Customer Service:
Demonstrated strong organizational abilities, excellent interpersonal and customer service skills, and keen attention to detail, with the ability to interact professionally with diverse groups.

Confidentiality and Judgment:
Ability to handle sensitive information with discretion and exercise sound independent judgment; demonstrated strong administrative support skills and track record of excellent attendance, reliability, and punctuality.

Preferred

Skills and Abilities

Familiarity with systems such as Workday, quick learning ability, and initiative in a dynamic setting.

Prior experience working in an academic setting.

Principal Responsibilities

Oversees and coordinates administrative, program, and office activities.

Provides a source of information to students, staff, and faculty on policies, procedures, programs, and office activities.

Oversees, instructs, and coordinates activities of support staff and prepares materials for grants, contracts, and budgets.

Monitors expenditures and reconciles financial statements.

Provides editorial support for a journal/publication, proofreads and edits material for grammatical and factual accuracy, and tracks copy through editing and production stages.

Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences, assembles and arranges necessary items, and compiles, synthesizes, and manipulates data for reports.

Greets visitors, answers and screens telephone calls, assesses nature of business, and responds to requests for information and assistance.

Formats, keyboards, proofreads, and edits correspondence, reports, manuscripts, grants, and other materials.

Coordinates travel arrangements, schedules and coordinates meetings, orders and maintains inventory of supplies, and performs additional incidental office functions.

Required

Education and Experience

Six years of related work experience, four of them in the same job family at the…

Senior Administrative Assistant, Philosophy