Academic Support Assistant

30-Apr-2024

Chemistry - Administrative Services

87822BR

University Job Title

Registrar

Bargaining Unit

L34 - Local 34 (Yale Union Group)

Compensation Grade

Labor Grade D

Wage Ranges

Click here to see our Wage Ranges

Searchable Job Family

Administration, 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

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 academic administrative support in several areas including: graduate and undergraduate support, visit, event and seminar planning and execution and, in coordination with the Senior Administrative Assistant for Faculty and Research Support, provide project support to the Chair and Lead Administrator. 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. 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. Lead area of focus will be rotated among staff. Provide information about administrative, academic, and procedural matters related to the Department, as well as any programs, initiatives, or centers that are established and backed by the department. Collaborate closely with and provide assistance to the DUS and DGS. Process applications for graduate and undergraduate admissions. Ensures compliance with administrative policies and procedures. Assist Graduate and undergraduate students with the completion of forms. Reviews and verifies forms for completeness and accuracy. Establishes, maintains, and inputs records for graduate and undergraduate students, ensuring all personal, financial, and academic records are kept current and accurate. Monitors graduate and undergraduate student records to ensure compliance to academic regulations and program requirements for graduation. Maintains logs and records. Compiles statistical data and information. Summarizes data in reports or analyses. Updates, edits, and maintain program publications and website. Coordinates production and distribution of publications. Coordinates teaching schedules for academic classes. Schedules room assignments. Coordinates Senior Essay and Dissertation activities. Inputs and maintains financial records associated with graduate student funding. Responsible for creating expense reports. Performs clerical functions such as but not limited to purchasing supplies, scheduling meetings, and coordinating departmental activities. Performs other duties as assigned.

Essential Duties

1. Serves as a principal source of information on administrative, academic, and procedural matters to students, prospective students, faculty, and staff.   2. Processes applications for admissions. Ensures compliance with administrative policies and procedures.  3. Assists students with the completion of forms. Reviews and verifies forms for completeness and accuracy.   4. Establishes and maintains student files, ensuring all personal, financial, and academic records are kept current and accurate.  5. Monitors student records to ensure compliance to academic regulations and program requirements for graduation. Maintains logs and records. Compiles statistical data and information. Summarizes data in reports or analyses.   6. Updates, edits, and writes program publications. Coordinates production and distribution of publications.   7. Coordinates teaching schedules for academic classes. Schedules classroom assignments.  Coordinates Senior Essay and Dissertation activities.   8. Monitors financial records and activity.   9. Oversees and instructs support staff.   10. Performs clerical functions incidental to office activities.

Required Education and Experience

Six years of related work experience, four of them in the same job family at the next lower level, and high school level education; or four years of related work experience and an Associate's degree, or an equivalent combination of education and related experience.

Required Skill/Ability 1:

Excellent and proven organizational skills. Outstanding interpersonal and customer service skills. Excellent written and verbal communication skills and attention to detail. Ability to handle sensitive information confidentially. Proven ability to function independently and as part of an integrated team in a fast-paced environment.

Required Skill/Ability 2:

Proven ability to manipulate large volumes of data and understand relational databases. Well-developed knowledge of Windows and Microsoft products. Advanced proficiency in Excel and Word. Proven ability to extract large amounts of data and to analyze and export into various software programs for operational use.

Required Skill/Ability 3:

Ability to multi-task effectively with demanding time constraints. Work well under pressure addressing multiple projects, often with conflicting demands and deadlines, with a high degree of accuracy. Excellent follow-up skills. Provide succinct and concise descriptions of tasks to supervisors and peers.

Required Skill/Ability 4:

Ability to interact effectively with multiple levels of organization. Ability to work independently and follow a project through to completion. Proven ability to interact with a diverse client base and plan and schedule seminars and meetings. Works closely with DUS and Academic Support Assistant. Provides coverage and assistance to other areas based on operational needs.

Required Skill/Ability 5:

Demonstrated administrative support skills. 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. Demonstrated track record of excellent attendance, reliability, and punctually.

Preferred Education, Experience and Skills:

Working knowledge of Microsoft Access, Drupal and University systems: GSPS, Banner, Courseleaf, and TFS; working knowledge of University’s organization and academic, administrative, financial policies, and guidelines. Previous experience providing support in an academic unit handling admissions and Faculty Appointments desired.

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