Administrative Assistant, Faculty Support

Location
Connecticut, United States
Posted
01 Oct 2019
End of advertisement period
01 Dec 2019
Ref
57878BR
Contract Type
Fixed Term
Hours
Full Time

Bargaining Unit
L34 - Local 34 (Yale Union Group)

Time Type
Full time

Duration Type
Part Year

Part Year or Seasonal Position, Months Worked:
10

Months Paid
10

Compensation Grade
Labor Grade C

Work Location
Central Campus

Worksite Address
469 College Street
New Haven, CT 06511

Work Week
Standard (M-F equal number of hours per day)

Searchable Job Family
Secretarial

Total # of hours to be worked:
37.5

Position Focus:

Provides administrative and programmatic support to the Chair, Operations Manager, faculty and students of the Music department in such activities and processes as financial transactions and monitoring, faculty searches and appointments, event planning, faculty and visitor reimbursements, Friends of Music activity, student and casual employment. Assists with publicity, website updates, building use and access, media needs, and general academic services. Works closely with Senior Administrative Assistant for comprehensive team departmental support. Attends and participates in regular team meetings. Uses university systems. Follows university policies. Writing sample will be requested at the time of interview. This position reports to the Operations Manager for the department of Music.

This is a 10 month seasonal-permanent position, with an unpaid seasonal leave granted mid-June through mid-August.

Essential Duties

  1. Greets visitors. Answers and screens telephone calls. Assesses natures of business. Provides assistance or refers to appropriate individual. Schedules and coordinates meetings and appointments.
  2. Provides logistical and clerical support faculty, students, and visitors.
  3. Serves as EMS preparer and uses eShip Global. Prepares orders in SciQuest.
  4. Reviews outgoing material for completeness, attachments, dates, and signatures. Composes general correspondence and written material.
  5. Coordinates event activities including travel and lodging arrangements, publicity, reserving rooms, media services and catering, contacting attendees, creating agendas, collecting information and documents for both domestic and international reimbursements.
  6. Maintains, modifies and updates and existing website. Keeps website current, determines sources of and compiles information for updates and input.
  7. Prepares teaching materials including assembling syllabi and course packets and makes arrangements for class visitors (travel, lodging, reimbursements).
  8. Maintains shared department calendars.
  9. Gathers information and writes and proofreads routine correspondence and reports.
  10. Creates and maintains files.
  11. 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:

Ability to create positive working relationships with all people internal and external to Yale. Ability to consistently meet/exceed service expectations, inspiring trust and confidence. Experienced solution seeker with demonstrated ability to solve issues in a timely, professional, and courteous manner.

Required Skill/Ability 2:

Proven ability and commitment to providing quality service to assure efficient operations. Ability and willingness to assist without hesitation; ability to work independently as well as part of a team. Ability to take initiative and anticipate actions needed.

Required Skill/Ability 3:

Excellent verbal and written communication skills, including ability to write and speak with clarity, professionalism, and grammatical accuracy. Ability to exercise discretion, maintain confidentiality of all department matters, and use independent judgment appropriately. Writing sample requested at time of interview.

Required Skill/Ability 4:

Excellent administrative skills; demonstrated ability to balance competing priorities, meet deadlines, and to multi-task effectively. Strong attention to accuracy, detail, thoroughness, follow-through. Ability to provide coverage and assistance to other areas based on operational needs.

Required Skill/Ability 5:

Intermediate to advanced computer skills in Microsoft Word, Excel and Outlook. Ability to learn new software and remain current with internal department and University systems, attend appropriate training sessions as required. Must demonstrate an excellent record of attendance, punctuality and reliability.

Preferred Education, Experience and Skills:
B.A.

Weekend Hours Required?
No

Evening Hours Required?
No

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 www.yale.edu/hronline/careers/screening/faqs.html 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 TitleIX@yale.edu, 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: ocr.boston@ed.gov.

Note

Yale University is a tobacco-free campus