07-Nov-2022

Other Academic Services - Postdoctoral Affairs

77111BR

University Job Title

Administrative Assistant

Bargaining Unit

L34 - Local 34 (Yale Union Group)

Compensation Grade

Labor Grade C

Wage Ranges

Click here to see our Wage Ranges

Work Location

Central Campus

Worksite Address

127-153 College Street
New Haven, CT 06510

Work Week

Standard (M-F equal number of hours per day)

Searchable Job Family

Administration

Total # of hours to be worked:

37.5

Position Focus:

Provides administrative support to the Program Manager and Associate Provost. Performs all necessary functions for daily operations and serves as source of information to students, staff, and faculty on policies, procedures, and office activities.
1. Reviews health insurance subsidy forms and requests. Coordinates payment with academic units and Yale Health Member Services.

2. Serves as source of information to academic appointees, staff, faculty, and clients on policies, procedures, and office activities.

3. Greets visitors. Answers and screens telephone calls and office email inbox. Assesses natures of business. Provides assistance or refers to appropriate individual. Schedules and coordinates meetings, events, and appointments. Reserves space and orders catering.

4. 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.

5. Reviews outgoing material for completeness, attachments, dates, and signatures. Composes general correspondence and written material.

6. Gathers, compiles and records data. Creates reports and summarizes findings. Assembles and compiles material for grant, contract, and budget preparation. Prepares reports for other offices and records compliance in the training management system.

7. Monitors expenditures and reconciles financial statements. Coordinates travel arrangements. Establishes and maintains filing systems. Sorts screens and distributes mail. Completes forms. Coordinates with academic appointee groups to manage budgets and process expenditures.

8. Reviews and monitors CT Paid Leave Employer Verification Forms and leave requests for academic appointees.

9. Orders and maintains inventory of supplies. Photocopies material. Oversees and instructs support staff. Performs additional functions incidental to office activities.

10. May perform other duties as assigned.

Essential Duties

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.

Required Skill/Ability 1:

Proficiency using Microsoft Excel, Qualtrics, Salesforce and Workday systems.

Required Skill/Ability 2:

Experience with financial expenditure reporting, payments and record keeping.

Required Skill/Ability 3:

Exceptional client-facing or customer service skills.

Required Skill/Ability 4:

Ability to manage priorities and time management skills.

Required Skill/Ability 5:

Ability to communicate both written and verbal.

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.

COVID-19 Vaccine Requirement

Thank you for your interest in employment at Yale University. Please also note that the university has a COVID-19 vaccination and booster requirement for all students, staff & faculty which is described in the COVID-19 Vaccine Program. As you search our open positions, you will see that all postings list their on-site addresses which gives more detail on the on-campus work location of the role.

Posting Disclaimer

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 particular position. Employees will be assigned specific job-related duties through their hiring departments.

EEO Statement:

University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, 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).

W.L. Harkness Hall, 3rd Floor, Room 303

100 Wall Street, New Haven CT 06511

203-432-0849

equity@yale.edu

Note

Yale University is a tobacco-free campus