Faculty & Academic Affairs Assistant

Faculty & Academic Affairs Assistant Chemistry - Administrative Services 85454BR University Job Title Senior Administrative Assistant, Academic Dept Bargaining Unit L34 - Local 34 (Yale Union Group) Time Type Full time Duration Type Regular 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 Work Model Hybrid Position Focus: Reporting to the Operations Manager, Faculty and Academic Affairs in the Department of Chemistry, provides administrative support to faculty, staff, and students.
Executes special projects and routine activities in support of the Department Office.
Provides advanced level of research, editorial and administrative support for a group of faculty in the Chemistry Department with multiple grants, teaching and major departmental administrative responsibilities.
Serves as primary contact to advise students, faculty and staff on Yale's policies and procedures, direct them to the appropriate office for assistance and regarding department activities.
Solve standard and non-standard problems.
Provides support in many areas including but not limited to, department business and administrative transactions; responsible for planning and coordinating events and seminars; on and off boarding of department members; 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.
Works independently and as part of a team.
Exercises discretion and maintain strict confidentiality in handling sensitive materials.
Highly developed and demonstrated customer service skills in person, through emails and telephone.
Represents the department and University professionally.
Excellent organizational skills, accuracy, and attention to detail.
Ability to meet deadlines and handle 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.
Excellent attendance and punctuality.
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.
Essential Duties 1.
Serves as principal contact for and source of information about, the Departments, degrees, activities, deadlines, policies and procedures.
2.
Provides logistical and clerical support to Department Chairs, faculty, students, visitors, and guests.
Creates and distributes Departmental schedules, documents, and reports.
Processes and supports faculty appointments.
3.
Oversees and monitors Department budgets.
Participates in budget preparation and quarterly monitoring.
Processes financial paperwork.
Coordinates with faculty use of student work-study hours; authorizes work-study timecards.
4.
Provides organizational and logistical support for Departmental admissions process.
Serves as liaison to the Registrar/Admissions Office.
Trains students assigned to support Department specific admissions activities.
5.
Organizes, coordinates, and implements Department specific events.
6.
Oversees and maintains Department databases and mailing lists.
7.
Oversees and maintains Department collections and bequests.
8.
Other duties as assigned by Chairs of Departments.
Required Education and Experience Six years of related work experience, four of them in the same job family at the next lower level, and a high school-level education; or four years of related work experience and an Associate’s degree; or little or no work experience and a Bachelor’s degree in a related field; or an equivalent combination of experience and education.
Required Skill/Ability 1: Demonstrated administrative support skills, including complex calendaring and travel coordination.
Demonstrated ability to successfully execute the daily demanding priorities of faculty with grace, ease and accuracy.
Required Skill/Ability 2: Proven developed organizational and interpersonal skills.
Ability to juggle multiple tasks, prioritize, and meet demanding deadlines and work with changing priorities in a growing and high-volume environment; flexibility in handling assignments.
Demonstrated success in detailed work requiring accuracy and high level of productivity with follow-up skills.
Required Skill/Ability 3: Effective oral and written communication skills.
Excellent grammar and spelling skills, and strong attention to detail.
Resourceful team player with well-developed interpersonal skills, including the ability to interact with faculty, staff and outside parties.
Ability to manage sensitive information in a professional manner.
Required Skill/Ability 4: Ability to handle high demand departmental community members.
Ability to work with conflicting requests and confidence to request assistance as needed.
Self-directed with the proven ability to take initiative and problem solve.
Demonstrated sensitivity, confidentiality and sound judgment.
Required Skill/Ability 5: Intermediate to advanced proficiency with Microsoft Office suite.
Demonstrated proficiency with electronic accounting or financial systems.
Preferred Education, Experience and Skills: Detail oriented, organized, efficient, self-directed, flexible thinking, continuous learning, and multitasking person with confidence to suggest improvements or note areas of inefficiency.
Prior experience managing and organizing the schedules of others.
Weekend Hours Required? Occasional Evening Hours Required? Occasional Drug Screen No Health Screening 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