Administrative Assistant Job at Yale University in New Haven

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.

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:

Join the friendly and inclusive community of faculty, staff, postdocs, postgrads, and students working together at the Yale School of the Environment (YSE) to advance its mission to address the world's most critical environmental challenges. This position provides administrative support to the department. Performs all necessary functions for daily operations and serves as source of information to students, staff, and faculty on policies, procedures, and office activities. Under the general direction of the account manager, provide clerical and administrative support for various faculty and staff members. Serve as primary contact for Yale and YSE policies and procedures, and process expenses, requisitions, and reimbursements related to School initiatives. Answers and screens telephone calls, provides assistance or refers to the appropriate individual. Provides scheduling support and calendar management for assigned faculty and staff. Gathers and compiles a range of data from written sources, from senior staff members, or from one or more databases. Develops reports and summarizes findings to appropriate faculty and staff as requested. Prepare Employee Reimbursements, Check Requests, Purchase Requisitions, Request for Services, Travel Requisitions, maintenance requests and invoices to forward to Business office for approval. Coordinate travel arrangements and detailed itineraries. Provide backup for Faculty Support staff in other YSE buildings.

Preferred Education, Experience and Skills:

Prior administrative assistant experience. Proven experience in an academic environment. Interest in Environmental

Issues. Prior experience scheduling guest speakers, handling travel arrangements, and expense reimbursements. Proven experience with Workday Financials.

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.