Administrative Assistant

07-Nov-2022

West Campus Administration

77470BR

University Job Title

Administrative Assistant

Bargaining Unit

L34 – Local 34 (Yale Union Group)

If Fixed Duration, Period

1 year from date of hire

If Fixed Duration, is continuation possible?

No

Other Fixed Duration Date

31-Oct-2023

Compensation Grade

Labor Grade C

Wage Ranges

Click here to see our Wage Ranges

Worksite Address

800 B25 Central Srvs West Campus Drive
West Haven, CT 06516

Work Week

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

Searchable Job Family

Secretarial

Total # of hours to be worked:

37.5

Position Focus:

Reporting to the Associate Director of Administration this role provides administrative support to West Campus faculty, staff and students. Responsibilities include, but are not limited to:

Serve as front desk receptionist. Greet and direct visitors. Provide assistance and/or refer to appropriate individual for follow-up.
Monitor West Campus Administration email account. Respond to requests and provide general information on access, dining, parking, and other campus services.
Serve as the point of contact for Fitness Center related questions and equipment maintenance.
Serve as point of contact for West Campus fleet vehicle program including questions related to driver registration and vehicle maintenance.
Sort, screen, and distribute mail. Establish and maintain files ensuring all records are kept confidential, current and accurate.
Assist with organizing West Campus community activities and special events.
Provide coverage to members of the faculty support team as needed.
Perform clerical functions incidental to office activities.

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:

This position is fully on-campus with occasional evening and weekend hours required.

Required Skill/Ability 2:

Ability to prioritize to meet deadline and follow schedules, multi-task effectively with strong attention to accuracy and detail.

Required Skill/Ability 3:

Demonstrated excellent customer service skills. Willingness to be flexible and meet the needs of the unit.

Required Skill/Ability 4:

Excellent computer skills including proficiency of Windows and Microsoft products: Word, Excel, Outlook and PowerPoint. Internet navigation skills.

Required Skill/Ability 5:

Excellent proofreading and editing skills. Ability to communicate in a clear, pleasant, grammatically correct, and professional manner.

Weekend Hours Required?

Occasional

Evening Hours Required?

Occasional

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

[email protected]

Note

Yale University is a tobacco-free campus