Staffing Support Specialist

Connecticut, United States
19 Nov 2018
End of advertisement period
19 Jan 2019
Contract Type
Full Time

Position Focus:

Provides a strong level of administrative support to recruiters who are responsible for high volume, elevated levels of recruitment and hiring for Yale University. Collaborates with other Support Specialists on staffing related projects and challenging transactions. Determines and coordinates logistics for meetings, conferences, retreats, etc. for staff. Prepares agendas, attends meetings, and drafts minutes. Serves as liaison and source of information to faculty, staff and Yale leadership on recruitment related topics. Partners on staffing administrative project teams; generates and provides analysis of staffing-related reports. May participate in recruitment events, such as career fairs and open houses. Provides front desk coverage for Staffing and Career Development office.

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.

Required Skill/Ability 1:

Superior customer service orientation and interpersonal skills, serve as liaison and first point of contact while displaying a positive demeanor. Ability to deal with confidential information and issues with integrity and trustworthiness. Ability to work in team environment.

Required Skill/Ability 2:

Demonstrated ability to anticipate problems and utilize independent judgment to prioritize, manage and monitor a variety of ongoing tasks and recruitment projects. Ability to proactively respond to issues and requests independently.

Required Skill/Ability 3:

Demonstrated ability to compose and prepare substantive communications; format, proofread and edit correspondence, advertisements, reports, and presentations which are sensitive/confidential. Review outgoing material for accuracy (spelling and grammar) and completeness. Must have strong attention to detail skills.

Required Skill/Ability 4:

Demonstrated ability to work with and/or create project plans, prepare presentations and spreadsheets, run reporting and metrics data and synthesize information in a report, presentable format.

Required Skill/Ability 5:

Advanced computer skills and proficiency in Word, Excel, PowerPoint, and Outlook, with demonstrated ability and willingness to learn new technologies. Excellent verbal and written communication skills. Ability to strongly multitask in high volume environment with frequent interruptions.

Preferred Education, Experience and Skills:

  • Bachelor's degree.
  • Extensive knowledge of the University organization.
  • Detailed knowledge of a broad spectrum of University rules and procedures.
  • Knowledge or experience with Kenexa Brass Ring recruiting software, Brio Query and Oracle.

Weekend Hours Required: Occasional

Evening Hours Required: Occasional

Drug Screen: No

Health Screening: No

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:

Note: Yale University is a tobacco-free campus