Faculty Support Assistant

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.

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:

Under the supervision of the Senior Operations Manager, the Faculty Support Assistant provides high-level administrative and customer service to multiple faculty members and their lab members in support of their demanding academic, scientific research, and administrative activities. With minimal supervision, the Faculty Support Assistant will be responsible for: processing Yale credit card (P-Card) transactions, expense reports (ERs) and reimbursements; calendaring; coordinating domestic/international travel; maintaining faculty biosketch / curriculum vitae(CV); coordinating research faculty, postdoctoral, and postgraduate recruitment; coordinating scholar visits including the organization of meetings, seminars and lunches with faculty/lab staff, reimbursements and other related events; coordinate and execute departmental events; as a member of the academic department Business Operations team, work closely with Business Office financial team in the completion of financial transactions., providing communication and support for day-to-day activities for the faculty members and their lab groups; ordering/maintaining equipment and supplies within the labs in conjunction with lab members; creating and processing detailed expense reports. Other duties may include supporting the department and dept Chair's Assistant with additional tasks, special projects, or assigned responsibilities as requested.

Preferred Education, Experience and Skills:

Previous experience working in an academic environment; Demonstrated faculty support skills. Familiarity with Workday.

Experience using Apple products. Advanced proficiency with MS Office.

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.