Student Life Specialist, Academic Affairs

26-Sep-2022

School of Management – AASL

76170BR

University Job Title

Senior Administrative Assistant

Bargaining Unit

L34 – Local 34 (Yale Union Group)

Compensation Grade

Labor Grade D

Wage Ranges

Click here to see our Wage Ranges

Work Location

Central Campus

Worksite Address

165 Whitney Avenue
New Haven, CT 06511

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:

The Student Life Specialist provides high-level administrative support for Academic Affairs and Student Life (AASL) programs and services at Yale School of Management (Yale SOM), specifically regarding Student Life and Engagement. This position reports to the Assistant Director. Working with the Assistant Director of Student Life, assist in the support of student clubs at Yale SOM, scheduling meetings with Club Leaders, setting up of trainings, and weekly meetings with Student Government, provide support and guidance with student-led conferences and case competitions. Develop agendas for student group meetings and logistics for student group trainings. Coordinate logistics and onsite support in all student life events, e.g., Club Fair, club events, and Closing Bell activities. Support CampusGroups software management, including managing approval of club event requests, and registrations or ticket sales for all student events. Regularly maintain AASL page and Handbook, checking content is current and updating, as necessary. Provide administrative support for programs and services, assist with event planning for major school events such as Orientation, Commencement, and the Study Break program and other events, including some off-site. Manage calendar and meeting coordination between AASL and other departments or student groups. Assist with the advanced planning of recurring events under the department and student organizations, securing dates and key materials ahead of time. Serve as a point of contact for students and other visitors. Based on thorough knowledge of AASL functions, practices, and events, aid or direct to appropriate person for assistance. Triage incoming student needs: assess immediacy of need and find the appropriate resources, effectively and efficiently communicate policies/procedures with student body. Using the relevant university systems and other reporting tools, responsible for expense processing for special programs and support of general AASL functions. Work closely with Business Office on club financial transactions/inquiries. Prepare documents in accordance with university policies and procedures and work closely and efficiently with a wide range of outside vendors. Coordinate digital screen announcements and timely and relevant bulletin board announcements. Curate and circulate Club Leader Bulletins and other communications with various sections of the student community. Works with student clubs specifically in approving flyers, digital announcements, and digital screens and helping to disseminate as appropriate. Assist with regular correspondence, respond to inquiries, and collaborate in the preparation of communications to the student body specifically in the form of emails and presentations. Collect and review data to improve existing department functions or to support new activities. Complete special projects for AASL as needed. Work closely with all degree programs under SOM to provide support throughout the student experience, working collaboratively to meet student needs and foster community at Yale SOM. Encourage and foster integration between degree programs through programming and relationship building.  Serve as a member of the AASL team, assisting where necessary in the completion of projects, tasks, and programs. The following Essential Duties are generic in nature; the information contained in this Position Focus is most relevant to this position.

Dept/Section URL

http://som.yale.edu/about/careers

Essential Duties

1. 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.

Required Skill/Ability 1:

Excellent computer skills including intermediate ability of Windows and Microsoft products: Word, Excel, Outlook Calendar, PowerPoint, or equivalent. Ability to learn new systems and software quickly.

Required Skill/Ability 2:

Well-organized with great preparedness and ability to think ahead and anticipate needs. Ability to take initiative. Analytical skills. Proven ability to complete financial transactions and process expense reports.

Required Skill/Ability 3:

Strong interpersonal skills and customer service orientation. Positive outward facing demeanor. Ability to represent the school well in working collegially with peers and colleagues within and outside the university. A team player that works well with other members of the staff.

Required Skill/Ability 4:

Excellent demonstrated written and oral communication skills. Ability to edit written material for grammatical or contextual errors. Writing sample required at interview.

Required Skill/Ability 5:

Positive and can-do attitude that supports the mission of the school. Ability to work successfully in a fast-paced and changing environment. Excellent attendance record. Ability to be discreet and discerning with sensitive information and documents.

Preferred Education, Experience and Skills:

Bachelor’s Degree. Working knowledge of Yale policies and procedures, experience with event support, experience processing financial transactions, experience with any of the following software platforms; CampusGroups, EMS Room Booking Systems, Four Winds Interactive. Digital marketing experience or graphic design skill, specifically in Canva. 

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

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Note

Yale University is a tobacco-free campus