Administrative Assistant, Faculty Support

Administrative Assistant, Faculty SupportEarth and Planetary Sciences 69652BR

University Job Title

Administrative Assistant, Faculty Support

Bargaining Unit

L34 - Local 34 (Yale Union Group)

Time Type

Full time

Duration Type

Regular

Compensation Grade

Labor Grade C

Wage Ranges

Click here to see our Wage Ranges

Work Location

Central Campus

Worksite Address

210 Whitney Avenue
New Haven, CT 06511

Work Week

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

Searchable Job Family

Administration, Business Operations, Secretarial

Total # of hours to be worked:

37.5

Position Focus:

Reporting to the Operations Manager, this position provides a high level of administrative support to the faculty, research staff, and students of Earth & Planetary Sciences. In addition to providing primary day-to-day support to a designated portfolio of faculty and students, this position is responsible for department travel and event coordination, and will act as the department resource for policy & procedures regarding all aspects of travel & event planning. This can include researching and pricing venues, venue selection, set-up, advertising, catering, technical support, identifying and anticipating all needs and accommodations for meetings, events, conferences, seminars, field trips, and other faculty and departmental events as required.

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:

Demonstrated proficiency in an administrative support role. Intermediate to advanced computer skills, including proficiency in Word, Excel, PowerPoint, and Outlook.

Required Skill/Ability 2:

Excellent interpersonal and communication skills, both verbal and written; ability to deal effectively with all levels of faculty and staff with outstanding customer service skills and flexibility.

Required Skill/Ability 3:

Demonstrated ability to prioritize work, manage multiple tasks, creatively problem-solve, and meet tight deadlines independently and as part of a team. Strong attention to detail skills.

Required Skill/Ability 4:

Proven strong organizational and multi-tasking skills. Demonstrated accuracy, attention to detail, initiative, follow-through on projects, and taking ownership for assigned functions.

Required Skill/Ability 5:

Proven professionalism in dealing with sensitive and confidential matters. Ability to function effectively as a team member. Demonstrated reliability and punctuality.

Preferred Education, Experience and Skills:

Experience handling complex calendaring, coordinating logistics for events and travel arrangements, updating websites, and processing expense reports.

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.

COVID-19 Vaccine Requirement

Please note that the university has a COVID-19 vaccination requirement; visit for details. For up-to-date information visit the COVID-19 website

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