Administrative Assistant, Faculty Support

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.

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:

The Administrative Assistant at the Yale School of Management (SOM) serves as a member of the faculty support team. Provides administrative support to faculty members and various administrative departments in all areas including support for teaching and research, programs, and financial transactions. The Administrative Assistant is under the supervision of faculty members and the Associate Director of Faculty Support.

• 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 events including 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.

Preferred Education, Experience and Skills:

Bachelor's Degree. Web maintenance skills.

Working experience of Yale policies and procedures; experience with event planning. Proven experience with learning management system. Ability to provide classroom AV support.

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.