Chemistry - Administrative Services
Yale Posting Status
CLOSED TO FURTHER APPLICATIONS
University Job Title
Senior Administrative Assistant, Academic Dept
Bargaining Unit
L34 - Local 34 (Yale Union Group)
If Fixed Duration, Period
1 year from date of hire
If Fixed Duration, is continuation possible?
Yes
Other Fixed Duration Date
30-Jun-2025
Compensation Grade
Labor Grade D
Wage Ranges
Click here to see our Wage Ranges
Searchable Job Family
Administration
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
225 Prospect Street
New Haven, CT 06511
Position Focus:
Reporting to the Operations Manager, provides administrative support to faculty, staff, and students. Executes special projects and routine activities in support of the department. Provides support in several areas including general activities of the department business office. Responsible for planning and coordinating events and seminars, including travel and accommodations. Monitors transactions and notifies supervisor of anticipated budget variances. Inputs and verifies data for accuracy and integrity. Establishes and executes schedules for recurring activities. Coordinates the distribution of documents/correspondence to appropriate recipients to support processes and/or events. Supports classroom readiness including, supplies, room condition, audio visual readiness, and reservation and assignment. Provides administrative support to department communications including, website, mass mailings, and associated distribution lists. Orders and maintains inventory of supplies. May perform other duties as assigned. Apprises supervisor of work-related issues; applies knowledge to ambiguous situations; identifies and researches unclear transactions, provides suggestions to resolve issues; executes decisions of Lead Administrator, Operations Manager, and Chair and provides feedback.
Essential Duties
1. Serves as principal contact for and source of information about, the Departments, degrees, activities, deadlines, policies and procedures. 2. Provides logistical and clerical support to Department Chairs, faculty, students, visitors, and guests. Creates and distributes Departmental schedules, documents, and reports. Processes and supports faculty appointments. 3. Oversees and monitors Department budgets. Participates in budget preparation and quarterly monitoring. Processes financial paperwork. Coordinates with faculty use of student work-study hours; authorizes work-study timecards. 4. Provides organizational and logistical support for Departmental admissions process. Serves as liaison to the Registrar/Admissions Office. Trains students assigned to support Department specific admissions activities. 5. Organizes, coordinates, and implements Department specific events. 6. Oversees and maintains Department databases and mailing lists. 7. Oversees and maintains Department collections and bequests. 8. Other duties as assigned by Chairs of Departments.
Required Education and Experience
Six years of related work experience, four of them in the same job family at the next lower level, and a 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:
Demonstrated independent and team based work experience. Demonstrated initiative, follow through and excellent verbal and written communication skills. Demonstrated discretion and strict confidentiality in handling sensitive materials. Brings actionable suggestions to the supervisor. Is a member of support teams and provides back-up for other support staff.
Required Skill/Ability 2:
Highly developed and demonstrated customer service skills in person, through emails and telephone. Demonstrated ability to support department activities. Inputs and verifies data for accuracy and integrity, maintains records. Establishes and executes reasonable schedules for recurring activities. Represents department and University professionally.
Required Skill/Ability 3:
Demonstrated ability to prioritize, meet deadlines and work effectively with competing deadlines and time constraints. Maintains up to date knowledge of procedures and processes; provides recommendations for improvement. Ability to remain composed during times of high activity; inspires confidence within department that concerns will be addressed.
Required Skill/Ability 4:
Demonstrated administrative support skills, including but not limited to expense reimbursements, faculty & academic support, registrar duties and ordering supplies. Demonstrated understanding and application of process flow, recognition of interconnected nature of position responsibilities.
Required Skill/Ability 5:
Excellent organizational skills, accuracy, and attention to detail. Ability to meet deadlines and manage multiple and diverse priorities with frequent interruptions. Demonstrated ability to solve problems, take initiative, and anticipate actions as needed even in the face of conflicting demands. Excellent attendance and punctuality.
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).
Note
Yale University is a tobacco-free campus