Administrative Assistant

Administrative Assistant

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Salary: $28.43

Overview

Under the direction of the Operations Manager, the Administrative Assistant performs a broad range of duties to support daily business office operations for the FAS Department of Psychology, serving faculty, postdocs, students, and staff.

• Coordinate all phases of staff and casual onboarding, including assisting with job descriptions, creating requisitions in Workday, ensuring completion of I-9s, NetIDs, email setup, and timesheet submission.
• Manage hiring through the Student Employment system, including job postings, timesheet setup, and stipend processing via TimesheetX.
• Register visiting undergraduates and interns through the EHS system; liaise with OISS for international visitors.
• Create, extend, and terminate Sponsored Identities.
• Support offboarding processes, including final timesheet approval, Workday terminations, and collection of department property (IDs, computers, keys, etc).
• Track probationary periods and fixed-duration appointments; coordinate extensions and notify managers of required actions.
• Assist the Finance Team with costing allocations and payroll accounting adjustments.
• Provide support for departmental events and academic activities, including seminar coordination, prospective student visit days, travel arrangements, space reservations, media services, and catering.
• Assist with travel arrangements, and meeting coordination and communication for departmental visitors.
• Collaborate with Business Office staff to maintain office operations, including supply inventory, copier support, and processing mail and packages.
• Perform other related duties as assigned.

Required Skills and Abilities

1. Excellent verbal and written communication skills, with strong attention to detail and the ability to handle multiple projects accurately.

2. Proficiency with Microsoft Office applications.

3. Strong interpersonal skills, with the ability to work collaboratively and independently, providing outstanding customer service.

4. Demonstrated ability to problem-solve, take initiative, and follow through on tasks with excellent attendance record, punctuality, and reliability.

Preferred Skills and Abilities

1. Experience supporting faculty and research staff in an academic setting.

2. Working knowledge of Yale policies and procedures, and familiarity with Workday.

3. Experience coordinating travel arrangements, specifically using World Travel.

Principal Responsibilities

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.

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.

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.

Health Requirements

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

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 position. Employees will be assigned specific job-related duties through their hiring department. 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). Yale University is a tobacco-free campus.