Admin Asst Grad Dormitory Office

26-Dec-2023

Yale Housing - Administration

85541BR

University Job Title

Office Assistant 3

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

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

420 Temple Street
New Haven, CT 06511

Position Focus:

Reporting to the Student Services Manager of Yale Graduate Housing, the Yale Graduate Housing Office Administrative Assistant position is a front-line person responsible for triaging phone calls, greeting visitors, and handling a myriad of responsibilities, including serving as a source of information for the Graduate Housing Office. The Admin Assistant is able to accurately relay policies and procedures to students and other university partners. The Admin Assistant is able to respond and resolve questions independently and seek Manager input when necessary.

Assist Department in collecting receipts, including but not limited to, events for each building, supplies, food, travel, Community Fellow program purchases and matching them to the appropriate chart of accounts and conducting monthly reconciliation of these accounts. Maintain basic accounting records for the department.
Assist with liability account reconciliation running appropriate reports in Workday and Housing Director for comparison.
Monitors and reconciles financial data related to students rent and bill pay 

Essential Duties

1. Provides specialized information on administrative, academic, financial aid, and procedural matters to students, prospective students, faculty, and staff.  2. Assists staff, faculty and students with the completion of forms. Identifies and resolves errors through contact with students and University departments. Maintains logs and records of activities. 3. Compiles statistical data and information. Establishes and maintains filing systems. 4. Uses computer terminal to input and retrieve data. Merges and manipulates filing systems.  Monitors and reconciles financial data.   5. Keyboards letters, memoranda and other materials. Composes general written material.  6. Schedules and coordinates conferences, meetings, appointments, and classrooms.  7. May oversee and instruct support staff.  8. Performs clerical functions incidental to office activities.

Required Education and Experience

Four years of related work experience, two of them in the same job family at the next lower level, and 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:

Knowledge of Microsoft Office, including intermediate proficiency of Outlook, Word, and Excel.

Required Skill/Ability 2:

Demonstrated ability triaging incoming phone calls. Demonstrated strong customer service skills. Strong verbal skills and written communication skills.

Required Skill/Ability 3:

Ability to be a self-starter and to handle multiple tasks, demands and deadlines. Ability to be a team player.

Required Skill/Ability 4:

Demonstrated willingness to learn new skills and tasks as necessary.

Required Skill/Ability 5:

Excellent organizational skills; ability to respond to complex problems and initiate corrective action.

Preferred Education, Experience and Skills:

Driver’s license preferred. Experience with Housing Director, StarRez or other housing software preferred. Some background in finance and reconciliation strongly preferred.

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