Title: Senior Administrative Assistant
Location: New Haven, CT
Schedule: M-F, first shift (37.5 hours)
Type: Direct Hire
Start date: ASAP

Responsibilities:

Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems. Serves as principal source of information on policies, procedures, programs, and office activities.

Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of 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. Tracks copy through various editing and production stages. Communicates with authors, printers, and others concerned with published work.

Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences. Assembles and arranges for necessary items. Determines sources of data. Compiles, synthesizes and manipulates data. Summarizes findings and writes reports or portions of reports.

Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail.

Formats, keyboard, proofread, and edits correspondence, reports, manuscripts, grants, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures. Composes substantive correspondence and written material.

Coordinates travel arrangements. Schedules and coordinates meetings and appointments. Orders and maintains inventory of supplies. Takes minutes or dictation. Performs additional functions incidental to office activities.

Requirements:
Six years of related work experience, four of them in the same job family at the next lower level, and high school level 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.

Demonstrated excellence in providing high quality administrative support. Strong problem solving and organizational skills, to be verified by reference(s).

Demonstrated proficiency in the daily use of Microsoft Outlook, Word, Excel and PowerPoint. Ability and willingness to learn and use new programs and systems, as required.

Ability to manage multiple schedules, including but not limited to section event calendars, service/attending schedules, and calendars for supported faculty members. Ability to coordinate all aspects of meetings and conferences, and to produce detailed minutes upon the conclusion of such events.

Demonstrated excellence while working in a team-oriented environment. Strong interpersonal and communication skills to be verified by reference(s). Capacity and desire to learn new skills.

Ability and desire to assist in managing the day-to-day office activities on behalf of the center leadership. High level of personal motivation, combined with flexibility, resiliency and adaptability. Proven ability to work independently, prioritize tasks, and handle multiple tasks simultaneously. Strong personal initiative, to be verified by reference(s).

Joule, a System One division is a leader in specialized workforce solutions and integrated services. With more than 6,000 employees and roughly 50 offices throughout the U.S. we provide scientific, clinical, engineering, energy, IT, legal and administrative staffing services. For more than 40 years, we have delivered workforce solutions and integrated services to clients nationally.