Academic Support Assistant

Essential Duties

1.Serves as a principal source of information on administrative, academic, and procedural matters to students, prospective students, faculty, and staff. 2. Processes applications for admissions.

Ensures compliance with administrative policies and procedures. 3. Assists students with the completion of forms.

Reviews and verifies forms for completeness and accuracy. 4.

Establishes and maintains student files, ensuring all personal, financial, and academic records are kept current and accurate. 5. Monitors student records to ensure compliance to academic regulations and program requirements for graduation.

Maintains logs and records.

Compiles statistical data and information. Summarizes data in reports or analyses. 6. Updates, edits, and writes program publications.

Coordinates production and distribution of publications. 7. Coordinates teaching schedules for academic classes.

Schedules classroom assignments.

Coordinates Senior Essay and Dissertation activities. 8. Monitors financial records and activity. 9. Oversees and instructs support staff. 10. Performs clerical 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 an equivalent combination of education and related experience.

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.

Position Focus:

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 Assistant for Faculty and Research Support, provide project support to the Chair and Lead Administrator. 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. Provide information about administrative, academic, and procedural matters related to the Department, as well as any programs, initiatives, or centers that are established and backed by the department. Collaborate closely with and provide assistance to the DUS and DGS.

Process applications for graduate and undergraduate admissions.

Ensures compliance with administrative policies and procedures. Assist Graduate and undergraduate students with the completion of forms.

Reviews and verifies forms for completeness and accuracy. Establishes, maintains, and inputs records for graduate and undergraduate students, ensuring all personal, financial, and academic records are kept current and accurate. Monitors graduate and undergraduate student records to ensure compliance to academic regulations and program requirements for graduation.

Maintains logs and records.

Compiles statistical data and information. Summarizes data in reports or analyses.

Updates, edits, and maintain program publications and website. Coordinates production and distribution of publications.

Coordinates teaching schedules for academic classes.

Schedules room assignments.

Coordinates Senior Essay and Dissertation activities. Inputs and maintains financial records associated with graduate student funding.

Responsible for creating expense reports. Performs clerical functions such as but not limited to purchasing supplies, scheduling meetings, and coordinating departmental activities. Performs other duties as assigned.

Preferred Education, Experience and Skills:

Working knowledge of Microsoft Access, Drupal and University systems: GSPS, Banner, Courseleaf, and TFS; working knowledge of University's organization and academic, administrative, financial policies, and guidelines. Previous experience providing support in an academic unit handling admissions and Faculty Appointments desired.

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.