Administrative Assistant, Faculty Support (Gap)

Detailed Job Listing:

job family: Clerical & Technical  

STARS Requisition: 42590BR
University Job Title: Administrative Assistant 
Department Job Title: Administrative Assistant, Faculty Support (Gap) 

Grade: C

Position Focus: 

Under the supervision of the Assistant Director of Faculty Support, serve as a member of the academic/faculty support team. Provide essential coverage for both planned and unanticipated vacancies, leaves and vacations. Primarily provide administrative and secretarial services assisting faculty members in all areas including support for teaching and research and financial transactions. Provide coverage in other departments, including front desk, at Yale School of Management as needed.

Essential Duties: 

  1. Serve as source of information to students, staff, and faculty on policies, procedures, and office activities.
  2. Format, prepare, update, edit and proofread a variety of material. Assemble attachments and review outgoing material for completeness.
  3. Scan course work and other documents. Download and upload course related information for the web for faculty course work and research. Organize and prepare course packets (primarily electronic). Secure/purchase teaching materials and obtain copyright permissions from publishers. Post course material to course management system.
  4. Search for information on-line and in various libraries (ORBIS, download articles). Submit research papers on-line.
  5. Gather, compile, organize and manipulate data to create reports or summaries. May design and set up spreadsheets and graphics. Create slides or make changes to PowerPoint presentations.
  6. Use the University’s electronic systems for expense management, travel booking and placing orders with vendors. 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 to University policies and procedures.
  7. Coordinate logistics for seminars and guest lecturers. Schedule and coordinate meetings, talks and visitors (both on and off campus), including specifics of site visits, itineraries, travel arrangements, publicity, catering, entertainment and accommodations. Maintain electronic calendar. Prepare required forms and reimbursements.
  8. Serve as point of contact for faculty recruiting process and assist new faculty with office set up and orientation process.
  9. Assist faculty members with various activities which can include large mail merges for letters of recommendation, recruitment and other correspondence, scheduling and other matters, as requested.
  10. May update web sites including faculty sites as directed by faculty member.  
  11. Identify problems with workflow, equipment and environment and make suggestions for improving the workplace.
  12. Greet visitors; answer and screen telephone calls. Organize and maintain filing systems.
  13. Order supplies, equipment, stationery and business cards.
  14. Prepare/drop off outgoing mail and packages at mailroom and pick up, sort and distribute incoming mail.
  15. Serve as member of faculty support team and provide back up for other faculty support staff.
  16. Perform additional duties incidental to office activities as necessary to maintain highest level of customer service in the various departments at the Yale SOM.  

Required Education & 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 of experience and education.

Required Skills & Abilities: 

  1. Excellent computer skills including well developed knowledge of Windows and Microsoft products: Word, Excel, Outlook, Outlook Calendar, and PowerPoint or equivalent. Internet navigation skills. Ability to perform library and Internet research.
  2. Excellent proofreading and editing skills. Ability to communicate orally and in writing in a clear, pleasant, grammatically correct and professional manner.  Ability to represent the School professionally at events.
  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.
  4. Excellent attendance record. Ability to function effectively as part of a team. Ability to update websites for faculty and department.
  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 properly use independent judgment.

Preferred: 

Bachelor’s Degree. Working knowledge of Yale policies and procedures governing travel; experience with event planning ranging in size from 10-250 attendees. Experience with electronic course management system. Global orientation; experience working across countries and regions and fluency in more than one language.

Competencies:

  • Customer Service Focus – Listening carefully to and understanding customers’ needs and proactively responding to those needs in a consistent and timely manner.
  • Teamwork/Communication – Working cooperatively to achieve common goals. Support cooperation, collaboration and the sharing of information.
  • Product Excellence – Provide the best quality product available and continuously upgrade standards to maintain quality.
  • Leadership – Provide direction and motivation to others through communication, modeling appropriate behavior, optimism and high achievement.
  • Innovative – Openness to new ideas and their implementation. Ability to react and adapt to changing situations appropriately.
  • Strategic Thinking – Recognize opportunities, identify critical, high pay-off activities and prioritize them to attain goals.

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