Administrative Assistant

Yale University

Finance & Administration – Business Operations

79857BR

University Job Title

Administrative Assistant

Bargaining Unit

L34 – Local 34 (Yale Union Group)

Compensation Grade

Labor Grade C

Wage Ranges

Click here to see our Wage Ranges

Searchable Job Family

Business Operations, Computing and Information Systems, Secretarial

Total # of hours to be worked:

37.5

Work Week

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

Work Location

Central Campus

Worksite Address

150 Munson Street
New Haven, CT 06511

Position Focus:

Reporting to the ITS Operations Manager, this position will provide cellular technical guidance and support for Yale University & Yale Medical inquiries that arrive through the ServiceNow platform. Procure new cellular devices and upgrades for end users on various portals including AT&T, T-Mobile & Verizon. General administrative duties supporting the ITS Business Office consist of processing requests related to the ordering of goods and services, process requisitions/change orders within Workday and other duties incidental to the ITS Business Office.

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:

Excellent interpersonal and customer service skills, ability to interact with all levels of internal (staff) and external (vendors) clients.

Required Skill/Ability 2:

Detail oriented, organized, ability to exercise independent judgment and initiative.

Required Skill/Ability 3:

Well developed analytical, organizational, and communication skills, strong computing skills.

Required Skill/Ability 4:

Demonstrated ability to manage multiple priorities, set priorities, and manage to them.

Required Skill/Ability 5:

Proven flexibility, ability to work as part of a team and ability to function independently.

Preferred Education, Experience and Skills:

Experience with standard software packages and University systems including, but not limited to; MS Excel, Word, Workday, Sciquest, Fieldglass, ServiceNow, Sponsored Identity Application. Strong knowledge of University Policies & Procedures.

Physical Requirements

Unloading and distributing incoming goods and supply orders

Weekend Hours Required?

Occasional

Evening Hours Required?

Occasional

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.

COVID-19 Vaccine Requirement

The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies, which may be found here:
https://covid19.yale.edu/health-guidelines

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.

EEO Statement:

University policy is committed to affirmative action under law in employment of women, minority group members, individuals with disabilities, and protected veterans. Additionally, in accordance with Yale’s Policy Against Discrimination and Harassment, and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.

Inquiries concerning Yale’s Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).

W.L. Harkness Hall, 3rd Floor, Room 303

100 Wall Street, New Haven CT 06511

203-432-0849

[email protected]

Note

Yale University is a tobacco-free campus

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