University Job Title
Administrative Assistant, Faculty Support
L34 - Local 34 (Yale Union Group)
Labor Grade C
9 Hillhouse Avenue
New Haven, CT 06511
Standard (M-F equal number of hours per day)
Searchable Job Family
Total # of hours to be worked:
Reporting to the Operations Manager with day-to-day work assignments coordinated with the SEAS department Senior Administrative Assistant, provides a high level of administrative support to the faculty, research staff and students of the School of Engineering and Applied Science and affiliated centers. Support a group of faculty labs, whose composition will change from time to time. Support projects and activities directed by the Engineering Dean’s Office.
Click here for more information
1. Greets visitors. Answers and screens telephone calls. Assesses natures of business. Provides assistance or refers to appropriate individual. Schedules and coordinates meetings and appointments. 2. Provides logistical and clerical support faculty, students, and visitors. 3. Serves as EMS preparer and uses eShip Global. Prepares orders in SciQuest. 4. Reviews outgoing material for completeness, attachments, dates, and signatures. Composes general correspondence and written material. 5. Coordinates event activities including travel and lodging arrangements, publicity, reserving rooms, media services and catering, contacting attendees, creating agendas, collecting information and documents for both domestic and international reimbursements. 6. Maintains, modifies and updates and existing website. Keeps website current, determines sources of and compiles information for updates and input. 7. Prepares teaching materials including assembling syllabi and course packets and makes arrangements for class visitors (travel, lodging, reimbursements). 8. Maintains shared department calendars. 9. Gathers information and writes and proofreads routine correspondence and reports. 10. Creates and maintains files. 11. May perform other duties as assigned.
Required Education and 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 combination of experience and education.
Required Skill/Ability 1:
Demonstrated strong written and oral communication skills. Demonstrated experience in an administrative support role.
Required Skill/Ability 2:
Well-developed computer skills, including at least intermediate skill with Microsoft Word, Excel and Outlook.
Required Skill/Ability 3:
Proven strong organizational and multi-tasking skills. Demonstrated accuracy, attention to detail, initiative, follow-through on projects, and taking ownership for assigned functions.
Required Skill/Ability 4:
Proven maturity in dealing with sensitive and confidential matters. Ability to function effectively as a team member. Demonstrated reliability and punctuality.
Required Skill/Ability 5:
Demonstrated ability to recognize and set urgent priorities; take necessary steps to resolve expeditiously / efficiently, timely escalating as needed. Demonstrated commitment to a high level of customer service.
Preferred Education, Experience and Skills:
Experience with expense reports, expense reimbursements, purchase requisitions and check requests. Good appreciation of the University’s chart of accounts. Experience using procurement look-up tools.
Weekend Hours Required?
Evening Hours Required?
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. Please visit www.yale.edu/hronline/careers/screening/faqs.html for additional information on the background check requirements and process.
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.
Affirmative Action Statement:
Yale University considers applicants for employment without regard to, and does not discriminate on the basis of, an individual’s sex, race, color, religion, age, disability, status as a veteran, or national or ethnic origin; nor does Yale discriminate on the basis of sexual orientation or gender identity or expression. Title IX of the Education Amendments of 1972 protects people from sex discrimination in educational programs and activities at institutions that receive federal financial assistance. Questions regarding Title IX may be referred to the University’s Title IX Coordinator, at TitleIX@yale.edu, or to the U.S. Department of Education, Office for Civil Rights, 8th Floor, Five Post Office Square, Boston MA 02109-3921. Telephone: 617.289.0111, Fax: 617.289.0150, TDD: 800.877.8339, or Email: email@example.com.
Yale University is a tobacco-free campus