Yale University New Haven , CT 06501
Posted 1 week ago
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:
Reporting to the Operations Manager, this critical support role provides a strong level of administrative support to faculty, staff, and students in the Department of Ecology and Evolutionary Biology. Responsibilities include but are not limited to:
Serves as source of information to students, staff, faculty, and visitors on administrative, facility, financial, and procedural matters; Greets and directs visitors and answers and screens telephone calls. Assesses nature of business; Sorts, screens and distributes mail and serves as the point of contact for copy and office machine related issues; Schedules meetings, conference calls and appointments as required. Reserves rooms and arranges for AV needs; Assists with onboarding and offboarding student employees, staff and Sponsored Identities (post positions, hire applicants, provide access, IDs, keys, phone service and etc.); Supports department members by processing expense reports; Works with Facilities on building matters and serves as the main point of contact for facility issues; Coordinates travel arrangements, maintain records of travel expenditures and submit forms for reimbursement for students and speakers/visitors; Assists with planning of academic events (seminar series, visiting day, year-end); Performs clerical functions incidental to office activities.
Preferred Education, Experience and Skills:
Prior experience in administrative assistance along with working with faculty and students would be preferable.
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.
Yale University