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Hourly Range
27.74
Overview Reporting to the Operations Manager, provides administrative support to faculty, staff, and students. Executes special projects and routine activities in support of the department. Provides academic administrative support in several areas including: graduate and undergraduate support, visit, event and seminar planning and execution and, in coordination with the Senior Administrative Assistants for Faculty and Research Support, provide project support to the Chair and Lead Administrator of the Department. Inputs and verifies data for accuracy and integrity; establishes and executes schedules for recurring activities; coordinates the distribution of documents/correspondence to appropriate recipients to support processes and/or events. Apprises supervisor of work-related issues; applies knowledge to ambiguous situations; identifies and researches unclear transactions, provides suggestions to resolve issues; executes decisions of Lead Administrator, Operations Manager, and Chair and provides feedback. Lead area of focus will be rotated among staff. Performs other duties as assigned. Required Skills and Abilities 1. Excellent and proven organizational skills. Outstanding interpersonal and customer service skills. Excellent written and verbal communication skills and attention to detail. Ability to handle sensitive information confidentially. Proven ability to function independently and as part of an integrated team in a fast-paced environment. 2. Proven ability to manipulate large volumes of data and understand relational databases. Well-developed knowledge of Windows and Microsoft products. Advanced proficiency in Excel and Word. Proven ability to extract large amounts of data and to analyze and export into various software programs for operational use. 3. Ability to multi-task effectively with demanding time constraints. Work well under pressure addressing multiple projects, often with conflicting demands and deadlines, with a high degree of accuracy. Excellent follow-up skills. Provide succinct and concise descriptions of tasks to supervisors and peers. 4. Demonstrated administrative support skills, including but not limited to expense reimbursements, faculty support, academic support, registrar duties and ordering supplies. Coordinates the distribution of documents/correspondence to appropriate recipients to support processes or events. Demonstrated proficiency working with Microsoft Word, Excel, PowerPoint, and Outlook. 5. Excellent organizational skills, accuracy, and attention to detail. Ability to meet deadlines and manage multiple and diverse priorities with frequent interruptions.
Principal Responsibilities
1. Serves as source of information to students, staff, faculty, and clients on policies, procedures, and office activities. 2. Greets visitors. Answers and screens telephone calls. Assesses natures of business. Provides assistance or refers to appropriate individual. Schedules and coordinates meetings and appointments. 3. Receives and schedules client referrals. Resolves scheduling conflicts. Formats, keyboards, edits and proofreads correspondence, grants, manuscripts, reports, and other material. Assembles attachments and corresponding material. 4. Reviews outgoing material for completeness, attachments, dates, and signatures. Composes general correspondence and written material. 5. Gathers, compiles and records data. Creates reports and summarizes findings. Assembles and compiles material for grant, contract, and budget preparation. 6. Monitors expenditures and reconciles financial statements. Coordinates travel arrangements. Establishes and maintains filing systems. Sorts screens and distributes mail. Completes forms. 7. Orders and maintains inventory of supplies. Photocopies material. Oversees and instructs support staff. Performs additional functions incidental to office activities. 8. May perform other duties as assigned. Required Education and Experience Four years of related work experience, two of them in the same job family at the next lower level, and a high school level education; or two years of related work experience and an Associate's degree; 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.
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