School of Management – Faculty Support

82666BR

Administrative Assistant

L34 – Local 34 (Yale Union Group)

Full time

Regular

Labor Grade C

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Secretarial

37.5

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

Central Campus

165 Whitney Avenue
New Haven, CT 06511

Hybrid

The Administrative Assistant provides administrative support to faculty members and various administrative departments in all areas including support for teaching and research, programs, and financial transactions. Under the supervision of faculty members and the Associate Director of Faculty Support, serve as a member of the faculty support team. Serve as source of information to students, staff, and faculty on policies, procedures, and office activities. Format, prepare, edit, and proofread a variety of material. Assemble attachments and review outgoing material for completeness. Scan course work and other documents. Download and upload course related information for the web for faculty course work and research. Secure/purchase teaching materials and obtain copyright permissions from publishers. Post course material to leaning management system. Support assigned courses as session coordinator. Using Zoom (or other video conferencing communications) schedule class, create Zoom links for course meetings, virtually (or in-person) attend class and monitor or set up for session, support faculty with logistical issues, and communicate with students via Zoom chat (as needed and directed by faculty member), alert Media Services of any technical problems in the Zoom room, and moderate participation. Serve as a source of information to faculty, students, and staff on classroom AV technology. Search for information on-line and in various libraries (ORBIS, download articles). Submit research papers on-line. Gather, compile, organize and manipulate data to create reports or summaries. May design and set up spreadsheets and graphics. Create slides or make changes to PowerPoint presentations. Use the University’s electronic systems for expense management, vendor set-up, travel booking and placing product and service orders with vendors. Collect receipts for reimbursement of travel (domestic and international) and monitor reimbursements to Yale. Work closely with department’s business office in execution of all financial transactions. Prepare all documents in accordance with University policies and procedures. Coordinate logistics for seminars and guest lecturers. Schedule and coordinate meetings, talks and visitors (both on and off campus), including specifics of site visits, itineraries, travel arrangements, publicity, catering, entertainment, and accommodations. Maintain electronic calendar. Prepare required forms and reimbursements. Serve as point of contact for faculty recruiting process and assist new faculty with office set up and orientation process. Assist faculty members with various activities which can include large mail merges for letters of recommendation, recruitment and other correspondence, scheduling, and other matters, as requested. May work on faculty web sites as directed by faculty member. Identify problems with workflow, equipment and environment and make suggestions for improving the workplace. Manage ordering, stocking, and distribution of office and kitchen supplies, and incoming and outgoing mail and packages. Greet visitors, answer, and screen telephone calls. Organize and maintain filing systems. Serve as member of faculty support team, provide training, and back up support for other faculty support staff and various departments. Perform additional duties incidental to office activities as necessary to maintain highest level of customer service. The following Essential Duties are generic in nature the information contained in this Position Focus are most relevant to this position.

https://som.yale.edu/about/work-at-yale-som/

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.

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 Associates degree or an equivalent combination of experience and education.

Intermediate or better computer skills including proficiency of Windows and Microsoft products: Word, Excel, Outlook (Calendar) and PowerPoint or equivalent. Internet navigation skills.

Excellent proofreading and editing skills. Candidates are strongly encouraged to provide a cover letter. Ability to communicate orally and in writing in a clear, pleasant, grammatically correct, and professional manner. Ability to represent the School professionally at events.

Ability to prioritize to meet deadlines and follow schedules, multi-task effectively with strong attention to accuracy, detail, thoroughness and follow-through with conflicting demands and deadlines.

Excellent attendance record. Ability to function effectively as part of a team to provide support to faculty and Yale SOM Departments. Ability to flex schedule or work occasional overtime.

Ability to effectively prioritize and accomplish work for several faculty members and to regularly solve problems, take initiative, and anticipate actions needed. Ability to use independent judgment.

Bachelor’s Degree. Web maintenance skills. Administrative support experience. Working experience of Yale policies and procedures experience with event planning. Experience with learning management system. Ability to provide classroom AV support.

Occasional

Occasional

No

No

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 Its Your Yale website.

The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies, which may be found here:
https://covid19.yale.edu/health-guidelines

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.

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).

Yale University is a tobacco-free campus