Academic Support Assistant
Reporting to the Operations Manager in the Department of Chemistry, provides administrative support to faculty, staff and students. Provides academic administrative support in several areas including: graduate and undergraduate support, visit, event and seminar planning and execution and, in coordination with the Senior Administrative Assistants for Faculty and Research Support, provide project support to the Chair and Lead Administrator of the Department of Chemistry. Lead area of focus will be rotated among staff. Performs other related duties as assigned in support of the Department Office.
- 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.
- Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements.
- 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.
- 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.
- Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail.
- 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.
- 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:
Excellent and proven organizational skills. Outstanding interpersonal and customer service skills. Excellent written and verbal communication skills and attention to detail. Ability to handle sensitive information confidentially. Proven ability to function independently and as part of an integrated team in a fast-paced environment.
Required Skill/Ability 2:
Proven ability to manipulate large volumes of data and understand relational databases. Well-developed knowledge of Windows and Microsoft products. Advanced proficiency in Excel and Word. Proven ability to extract large amounts of data and to analyze and export into various software programs for operational use.
Required Skill/Ability 3:
Ability to multi-task effectively with demanding time constraints. Work well under pressure addressing multiple projects, often with conflicting demands and deadlines, with a high degree of accuracy. Excellent follow-up skills. Provide succinct and concise descriptions of tasks to supervisors and peers.
Required Skill/Ability 4:
Ability to interact effectively with multiple levels of organization. Ability to work independently and follow a project through to completion. Proven ability to interact with a diverse client base and plan and schedule seminars and meetings. Works closely with DUS and Academic Support Assistant. Provides coverage and assistance to other areas based on operational needs.
Required Skill/Ability 5:
Demonstrated administrative support skills. Demonstrated track record of excellent attendance, reliability, and punctually.
Preferred Education, Experience and Skills:
Working knowledge of Microsoft Access, Drupal and University systems: GSPS, Banner, Courseleaf, and TFS. Working knowledge of Yale University’s organization and academic, administrative, financial policies, and guidelines. Previous experience providing support in an academic unit handling admissions and Faculty Appointments desired.
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.
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: email@example.com.
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