Administrative Assistant

16-Feb-2024

Child Study Center - Yale Center for Emotional Intelligence

86330BR

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

350 George St

Position Focus:

Provides administrative support to the department and the executive team. Performs all necessary functions for daily operations and serves as source of information to students, staff, and faculty on policies, procedures, and office activities with the highest level of confidentiality. Use the University’s electronic systems for expense management. Collect receipts for reimbursement of travel (domestic and international) and monitor reimbursements to Yale. Work closely with department’s business office in execution of all financial transactions. Prepare all documents in accordance with university policies and procedures. Schedule and coordinate meetings (both on and off campus), including specifics of visits, itineraries, and travel arrangements. Maintain electronic calendars. Perform additional duties incidental to office activities, as necessary. 

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:

Intermediate or better computer skills including proficiency of Windows and Microsoft products: Word, Excel, Outlook (Calendar) and PowerPoint or equivalent. Internet navigation skills.

Required Skill/Ability 2:

Excellent proofreading and editing skills. Ability to communicate orally and in writing in a clear, pleasant, grammatically correct, and professional manner. Cover letters are strongly encouraged. 

Required Skill/Ability 3:

Ability to prioritize to meet deadlines and follow schedules, multi-task effectively with strong attention to accuracy, detail, thoroughness and follow-through with conflicting demands and deadlines.

Required Skill/Ability 4:

Excellent attendance record. Ability to function effectively as part of a team to provide support to the executive team and department.

Required Skill/Ability 5:

Ability to effectively prioritize and accomplish work for several faculty members and to regularly solve problems, take initiative, and anticipate actions needed. Ability to use independent judgment.

Preferred Education, Experience and Skills:

Prior experience in an administrative support position scheduling meetings, coordinating travel arrangements and maintaining calendars. Experience with Yale's electronic systems for expense management.

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