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.
Preferred Education: Experience handling complex calendaring, coordinating logistics for events and travel arrangements, and processing expense reports. Familiarity with Yale University administrative systems for fellow appointments such as STARS and Workday. Experience with Zoom and MS Teams.
Preferred Education, Experience and Skills: Experience handling complex calendaring, coordinating logistics for events and travel arrangements, and processing expense reports. Familiarity with Yale University administrative systems for fellow appointments such as STARS and Workday. Experience with Zoom and MS Teams.
Required Skill/ability 5: Demonstrated ability to prioritize work, manage multiple tasks, creatively problem-solve, and meet tight deadlines independently and as part of a team. Strong attention to detail skills. Highly organized with a professional demeanor.
Posting Position Title: Administrative Assistant
Required Skill/ability 3:
Proven ability to draft, edit, and proofread correspondence for content, style, and grammatical accuracy, excellent spelling, grammar, and proofreading skills. Candidates who provide a cover letter will be given priority consideration.
Work Week: Standard (M-F equal number of hours per day)
University Job Title: Administrative Assistant
Required Skill/ability 1: Demonstrated proficiency in an administrative support role. Intermediate to advanced computer skills, including proficiency in Word, Excel, PowerPoint, and Outlook.
Required Skill/ability 4: Ability to interpret policies, procedures, regulations and guidelines accurately.
Required Skill/ability 2: Excellent interpersonal and communication skills, both verbal and written; ability to deal effectively with all levels of faculty and staff with outstanding customer service skills and flexibility.
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.
Yale University is an American private Ivy League research university located in New Haven, Connecticut. Founded in 1701 in the Colony of Connecticut, the university is the third-oldest institution of higher education in the United States.