Job description
Administrative Assistant II
Universal Instruments is a global leader in the design and manufacture of advanced automation assembly equipment. Our solutions are used to build some of today's most advanced electronic products. Universal Instruments is a cost effective enabler of the fast-moving electronics industry road map. From cell phones, tablets or advanced computing platforms, 5G infrastructure, internet of things, cloud computing and storage as well as wearable’s, sensors, MEMS, industrial, automotive, military and medical applications, our innovative solutions play an integral role in driving the future of technology!
Summary:
This role will bring a high level of customer service and enthusiasm to the team. Reporting to the VP of Human Resources, this position greets and directs visitors, receives and channels incoming calls. Performs a variety of clerical tasks according to established procedure s. Supports multi-functional collaboration and scheduling coordination, including with the Manager of the President’s office.
Principal Accountabilities:
- Serves at the face of the company, including greeting customers and vendors, directing visitors to appropriate internal personnel and issuing guest badges.
- Assists with the onboarding process, issuing badges, filling in for other onboarding responsibilities as needed.
- Follows established routines to report security problems or disruptive visitors; Also, assuring that unauthorized personnel have escorts.
- Receives and channels all incoming phone calls, including internal messages interdepartmentally.
- Supports all departments in processing international Visa and passport requests, including assistance with travel arrangements, completion of the paperwork, obtaining invitation letters.
- Books conference rooms and sets up conference calls and/or virtual meetings as requested.
- Orders and maintains office supplies as requested.
- Orders catering through internal vendor or local restaurants.
- Assists with special projects as requested.
Minimum Requirements:
- Maintain excellent rapport with all levels of personnel both inside and outside the company.
- High School Diploma with 1-3 years of relevant experience.
- Strong time management skills and ability to self-direct.
- Ability to maintain strict confidentiality of required HIPAA and other New York privacy laws.
- Experience with SAP, Lotus Notes, CenterSuite, and/or ADP would be helpful.
Responsibility for Quality Procedures or Direct Product Quality:
- Adheres to Universal Quality System policies and procedures and uses Total Cycle Time principles and standard problem solving tools to continuously improve work processes.
Physical Demands:
- Requires the ability to use a computer on a frequent basis.
- May remain stationary for extended periods, but needs to be mobile enough to navigate through work areas.
- Must be able to communicate clearly with visitors, phone callers and fellow workers.
Universal Instruments is an EOE/M/F/Vet/Disabled employer
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