Administrative Assistant

Yale Administrative Support Position

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Salary: $28.43

Job Requisition ID: 134923WD

Overview

Greets participants and their study partner in a busy research unit. Assists researchers setting up and starting study visits. Assists participants and their study partner with the completion of questionnaires. Schedules study visits and other study procedures in coordination with research assistants. Resolves scheduling conflicts. Provide administrative support to researchers. Answers and screens telephone calls. Provides assistance to caller or refers to appropriate individual. Reviews outgoing material for completeness, attachments, dates and signatures. Composes general correspondence and written material. Gathers, compiles and records data. Maintains excel spreadsheets. Maintains filing systems. Sorts screens and distributes mail, deliveries and faxes. Orders and maintains inventory of supplies. Performs additional functions incidental to office activities.

Required Skills and Abilities

1. Excellent interpersonal and communication skills. Ability to clearly communicate with individuals with cognitive impairment. Strong computer skills including Word, Excel, PowerPoint and web-based applications.

2. Excellent attention to detail and accuracy.

3. Ability to plan, organize and manage a large volume of varied work in a complex, fast-paced environment. Ability to multi-task, prioritize, and work under pressure to meet deadlines. Ability to concentrate and perform with interruptions. Excellent time management skills.

4. Ability to function effectively independently and as part of a team. Excellent customer service skills and a professional demeanor.

5. Proven excellent attendance and punctuality record.

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.

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.

Location

1 Church Street, New Haven, Connecticut

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.

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.

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.