Administrative Assistant, YTSS

08 Oct 2018
End of advertisement period
08 Dec 2018
Contract Type
Full Time

Position Focus:

Yale Temporary Staffing Services (YTSS) is a team of highly professional Clerical & Technical employees who are deployed to a diverse range of departments across campus for temporary assignments. YTSS teammates are immersed in many exciting projects, programs and University initiatives at Central Campus, West Campus and the Medical School. While on assignments, members of this team enjoy a high degree of exposure to many facets of Yale’s rich history and culture. Other significant benefits of the YTSS program include the opportunity to build professional contacts and significantly enhance skills through on-the-job learning.

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.

Required Skill/Ability 1:

Willingness to accept work assignments in any Yale department on any section of campus (Central, Medical School or even West Campus). Flexible to adapt to new environments and assignments on a regular basis.

Required Skill/Ability 2:

Strong administrative and organizational skills. Excellent customer service, highly developed interpersonal skills as well as strong written and verbal communication.

Required Skill/Ability 3:

Intermediate computer proficiency with Microsoft Word, Excel, PowerPoint, and Outlook. Demonstrated attention to detail.

Required Skill/Ability 4:

Demonstrated ability to work with little supervision, exercise independent judgment, and demonstrate initiative. Proven ability to collaborate as part of a team.

Required Skill/Ability 5:

References must indicate excellent attendance, punctuality and demonstrated ability to work in diverse environments.

Preferred Education, Experience and Skills:

Working knowledge of Yale University’s policies and procedures; Microsoft Access, SciQuest, EMS/iExpense, EPIC, Orbitz, and Workday. A diverse background with the combination of an administrative, financial, medical and/or technology background.

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. Please visit for additional information on the background check requirements and process.

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.

Affirmative Action Statement:

Yale University considers applicants for employment without regard to, and does not discriminate on the basis of, an individual’s sex, race, color, religion, age, disability, status as a veteran, or national or ethnic origin; nor does Yale discriminate on the basis of sexual orientation or gender identity or expression. Title IX of the Education Amendments of 1972 protects people from sex discrimination in educational programs and activities at institutions that receive federal financial assistance. Questions regarding Title IX may be referred to the University’s Title IX Coordinator, at, or to the U.S. Department of Education, Office for Civil Rights, 8th Floor, Five Post Office Square, Boston MA 02109-3921. Telephone: 617.289.0111, Fax: 617.289.0150, TDD: 800.877.8339, or Email: