So I work admin for an organization and am in school. I have been here 1 year and started as a student, worked part time in the school year and am now full time again. The pay is good for my position, but the job is very stressful. If I wasn’t in school and they weren’t so accommodating, I would likely be off to another job by now, plus the turn over and stress leaves are drastic since this manager who has been there 3 years.
My manager is the type to give work to others so there will be less on his plate. He constantly cancels staff meetings and doesn’t take much action on issues. He picks favourites and has caused many seasonal staff (13 years of working there) to either quit or go on stress leaves. He does like me, but I still don’t respect him for what he did and does to others and has not been accommodating for those who need child care during the pandemic (we are essential and critical) and has not been serious about coming up with a plan for our office. It is just business as usual at our office and the only difference is people being able to work from home sometimes.
Anyway, so there is this role I was originally working in at the beginning of summer, but knew my manager wanted to find someone new to replace me so hopefully when I drop to part time in the fall for school, the position can be filled. I had my desk set up and organized before it was replaced, but this job is very dynamic and after a year, I am still learning how to even navigate this job myself.
When I started in April 2020 working the assistant role, the assistant that had been there 13 years helped to train me. I had already known many of the basics she taught me last summer when I was a summer student, and was always attentive and wrote notes when she trained me. She was also very patient and knowledgeable.
This assistant position I am in has been very inconsistently filled for years I have been told, and has been even worse since my current manager. It is an easy job to promote people from which is good, but also not good for the other assistants because they end up with extra work when there is a vacant space. This has led to the girl who trained me to burn out and she went on stress leave for the first time in 13 years. It was sad to me as I saw her change and knew she was different, she was just totally burnt out and even after asking for help or speaking up, not much changed for her and she needed to leave.
Anyway, so this new assistant started in June. We both assist two “Seniors” in the organization and they are both new too. They know more about the complex/law stuff, but often don’t give good instructions for how the assistants are supposed to proceed and give detailed instructions. We are supposed to be a team, but with them being so new they often put things on the assistant without even knowing and cause us more work or having to ask awkward questions.
The new assistant has to be trained by me, but also has to work for the two new, and disorganized seniors. It is not necessarily their fault, but it’s very frustrating at times. The new assistant is like 35 and knows the seniors (through working in other similar jobs) as friends and they think she’s great, but I find her rude and not a good learner or team player. I have heard even from my team leader (in private) that she needs lots of hand holding and I had answered the same question 10 times and she still asks even tho I write her notes. I make detailed notes with print screens sometimes, but other times it’s expected to do your own work and find ways to make yourself learn.
I understand everyone learns differently, but I also think it’s partly your job to try your best to write good notes and listen. She also asks me questions for things I don’t know and I’ll say “I honestly am not sure, maybe you can ask X” and she will still try to ask me or talk about it, BUT I DONT KNOW THE ANSWER! Or she will be too “shy” to ask the Senior who is her friend even though she’s 35 and part of a new job is asking questions. I have tried my best then point her in a new direction and she won’t take my advice and expects me to hold her hand? I try to be nice and set aside time to train her but I can’t do it all. I am also very new. I also find it disrespectful in a way because I take so much time to train her and she doesn’t take the time to write good notes, etc.
Also, she has talked bad about other coworkers to me already and got annoyed someone tried to book similar vacation as her even though she’s NEW? And the other girls vacation was approved a month before new girl asked.
Also, The new assistant had been in our office two months, and was off for 1.5 weeks for medical reasons, and at the two month mark I had a conversation with my team leader who decided to give her the full caseload to work as nobody else had been given that long of “training” before. I was doing one of her caseloads to assist and train up until then. After my team leader sent this email the next day that she will be fully on her caseload, I could tell new girl was grumpy about it and I tried to be encouraging and even helped her with some other work, but still tried to set boundaries and didn’t get too into talking about it because it’s her job!! I know it’s stressful and I tried to say I understand, but you can’t expect everyone to hold your hand. Also, if she is stressed she should tell her seniors or the manager so they can accommodate her, it is not my job to do all this training, etc when I hardly even know the job. I know it’s stressful because I still work the job, but she needs to learn or speak up for herself to people who can do things (her seniors or management).
Also, this past week I asked her if I could show her how to close the office (takes 10 min) and she “jokingly” said “I don’t want to learn because I don’t want to have to do it”. I knew it wasn’t a joke tho and I was very annoyed. I have to cover those duties almost daily on top of training and my own caseloads, and I ask her to help me out and she doesn’t want to learn so she doesn’t have to expected to do it?? Also, the student has been able to do it and learn within one-two training session of how to close the front, and the new assistant just seems to forget everything I tell her.
The final thing that really annoyed me is that I have to make weekly schedules for lunch phone coverage(should be my managers job lol but if I don’t do it all the phone coverage will just fall on me even tho I’ve spoken to him about this) and I asked new girl if she can cover only Wednesday breaks/lunches. She said yeah if it’s not during the staff meeting (I agreed) and earlier that week she seemed annoyed she had to cover phones even though it’s part of our job for now. The day I asked her to do Wednesday I then receive a page from the front counter girl later that day saying my manager said someone was basically complaining about having to cover phones or something. We both knew it was the new girl complaining, but I said then to the front counter girl I don’t want to start drama and we should have a meeting to discuss this. It’s an expectation and duty of an assistant, and if she wants to voice her concerns about not wanting to cover one day when I cover SO MUCH already, in a meeting to everyone, she will be quickly shown how that will not slide and how unfair it is. She also says things to me like “you’re being pulled everywhere” and how she feels bad for me (I think it’s fake and shallow) etc, then goes behind my back and tries to get out of phone coverage? Maybe I am being dramatic but this on top of all the other annoying things is starting to bug me.
I then messaged my boss and requested to have a meeting about coverage because it’s our job, and I already cover 2x more than her for phones. I was professional with my boss and said “there seems to be misscommunication in regards to phone coverage” and requested a meeting. But I know he knows what it’s about and thankfully I think he will understand why I’m pushing back and not letting all the coverage fall on me.
Anyway, is it just me or is this new girl over stepping for someone that is just starting in an office? Especially for someone who wants to move up? I’m not sure what to do about the situations with her, but I hope I can find something else to replace this job eventually because it seems I’m always dealing with something stupid that shouldn’t even be my job (it’s my mangers). This summer I have continually had to advocate and fight for myself, and one of my new Seniors even said if I’m being pulled to the front a lot she will advocate for me.
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