Administrative Assistant

11-Mar-2024

School of Public Health - Dean of Students

86688BR

Yale Posting Status

CLOSED TO FURTHER APPLICATIONS

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

Secretarial

Total # of hours to be worked:

37.5

Work Week

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

Work Location

Medical School Campus

Worksite Address

37-55 College Street New Haven, CT 06510

Position Focus:

Seeking an Administrative Assistant to provide administrative support to the School of Public Health’s Office of Student Affairs and the Associate Dean for Student Affairs. This position serves as first source of information to applicants, students, alumni, faculty members, and staff members on all aspects of the Student Affairs division and its policies of procedures and works closely with other departments and service units of the School, University, and community.

Courteously and accurately answer, screen, and refer visitors, calls and emails within the Student Affairs Office and provide assistance as needed. Provide administrative support to the Associate Dean for Student Affairs. This includes producing and editing correspondence and managing the Associate Dean’s calendar. Process and maintain records of reimbursements for student conference attendance. Assist with the School’s commencement exercises, and other student-oriented events under the direction of the Associate Dean of designee. Assist in the production of the school’s overall orientation program. Process Yale student employment requests and work and notify appropriate department. Assist with job posting opportunities and format content for weekly newsletter. Conduct enrollment verifications for student loans, researching and posting funding opportunities for students on the school’s website, and monitor and respond to inquiries on the financial aid email account. Process purchase requests for the office, maintain and order inventory of office supplies and maintain highly confidential student files. Process purchasing requests from student group members. This includes purchasing some items, processing reimbursements, and reconciling the student government spending account. Act as coverage for other administrative staff in student affairs as needed.Perform additional duties as needed.The following Principal Responsibilities are generic in nature; the information contained in this Position Focus are most relevant to this position.

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 skills, including ability to interact well with students, applicants, faculty, staff and alumni. Proven ability to deal effectively, professionally, and tactfully with a wide variety of people, via telephone, email and through written correspondence.

Required Skill/Ability 2:

Excellent oral and written communication skills. Strong sense of customer service and responsiveness to internal and external customer requests and needs.

Required Skill/Ability 3:

Strong organizational skills. Ability to prioritize work, handle multiple work assignments. Ability to organize and report data.

Required Skill/Ability 4:

Ability to maintain confidentiality and deal in a sensitive manner with diverse groups of people with matters requiring a high level of discretion. Excellent attendance, reliability, and punctuality so as to ensure office continuity.

Required Skill/Ability 5:

Proficiency with MS Word, Excel, PowerPoint, Outlook, and database software.

Preferred Education, Experience and Skills:

Bachelor's degree and two years work experience. Experience in a student services office at an institution of higher education.

Weekend Hours Required?

No

Evening Hours Required?

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. 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