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Hourly Range
31.05
Overview
Reporting to the Administrative Services Supervisor, this position provides high-level administrative support to high-volume faculty, research staff, and students in the Department of Physics. Serves as a source of information to faculty, students, visitors, etc., on Yale policies and procedures. Compose, format, compile data, and prepare first drafts of written correspondences, such as but not limited to: letters, memos, reports, PowerPoint presentations, course documents, and other materials; proofread, edit, and review materials for grammar, accuracy, and completeness. Coordinate travel arrangements, prepare and submit expense reports, and perform other business-related transactions in support of the unit. Schedules and provides on-site support for meetings. Organizes, coordinates, and implements department-specific events as needed, including but not limited to the coordination of catering and other necessary refreshments. Oversee the use and maintenance of office equipment. Provides teaching faculty with appropriate support, such as but not limited to typing exams, providing administrative support of Canvas tools, and coordinating with the Office of Institutional Equity & Accessibility on relevant matters. Coordinate repairs and floor maintenance with appropriate service providers by following the processes set forth by the Office of Facilities. Regularly maintains optimal levels of office, lab, and computer supplies as directed. Sort and distribute mail. Gather research papers and special orders. Provide coverage as needed for other Administrative Assistants. Other duties as assigned.
Required Skills and Abilities
1. Excellent verbal, written, and interpersonal communication skills. Demonstrated ability to take initiative, follow up on matters in a timely fashion, effectively problem-solve, and exercise independent judgment. Ability to exercise discretion and maintain strict confidentiality and diplomacy in handling sensitive materials. 2. Demonstrated ability to provide on-site event support independently. 3. Demonstrated proficiency (at least intermediate level) with Microsoft Word, Excel, and Outlook, and the ability and willingness to learn new technology and systems. Proven ability with financial transactions, such as preparing and submitting expense reports, reimbursements, and supplier invoice (check) requests. 4. Excellent organizational skills and the ability to maintain accurate records. Demonstrated ability to multitask, prioritize, and work effectively with conflicting or competing deadlines. Developed customer service skills and the ability to interact well with a diverse population. Demonstrated ability to work independently and flexibly as part of a team. 5. Demonstrated history of attendance, punctuality, and reliability.
Preferred Education, Experience and Skills
Working knowledge of the following software platforms: Yale Message, Drupal, Workday, SAP Concur/WorldTravel, and Canvas. Proven ability to schedule and coordinate logistics for meetings, seminars, and other events, including venue sourcing, selection, appropriate catering, travel, and accommodations. Proven ability to provide on-site event support independently.
Principal Responsibilities
- Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems. Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities. 2. Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements. 3. 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. 4. 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. 5. Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail. 6. 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. 7. 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. Required Education and Experience 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.
Background Check Requirements
All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.
Health Requirements
Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.
Posting Disclaimer
The hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.
The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the position. Employees will be assigned specific job-related duties through their hiring department.The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.Inquiries concerning Yale's Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).
Note
Yale University is a tobacco-free campus.
