Address
Form of workEssential Duties
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.
Position Focus:
Reporting to the Director of Operations, the Administrative Assistant serves as an active member of a service oriented and dynamic team of professionals. This position contributes to the mission of recruiting talented students to Yale by greeting visitors in our reception area, answering phones and assisting in other events related to hospitality. The Senior Administrative Assistant is expected to cover the front desk in our reception area 5 days per week (9:00-4:30) receiving, directing, and providing accurate information and outstanding service to all visitors at 38 Hillhouse Ave.
The Senior Administrative Assistant will deliver the highest level of service to visitors in a professional manner- in person, by phone and by email. This position will be expected to respond and resolve inquiries by familiarizing themselves with our website, policies and activities using good judgment and resourcefulness.
In addition, the position will provide additional administrative support to Undergraduate Admissions by:
Taking responsibility for the physical space in the reception area assuring that maps and other materials are stocked, and the area is clean and welcoming. Preparing and processing expense reports for specific admissions officers.
Scheduling meetings and rooms, including committee set-up. Using Slate (our CRM) look up visitors who have registered for tours.
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).
Required Skill/Ability 1:
Demonstrated excellence in interpersonal and communication skills with emphasis on superior customer service in a high-volume environment. Ability to represent the office in a positive and professional demeanor and appearance. Strong verbal and written communication skills.
Required Skill/Ability 2:
Demonstrated ability to provide support in an administrative capacity. Demonstrated ability to work independently and proactively as a member of a team. Committed to working in a culture of diversity, respect and inclusion.
Required Skill/Ability 3:
High level of personal responsibility along with a positive and cooperative attitude. Demonstrated initiative and follow through on tasks, taking ownership for assigned functions.
Required Skill/Ability 4:
Demonstrated ability to manage multiple tasks and handle time sensitive competing priorities. Ability to quickly identify and respond to wide-ranging topics, including taking steps to resolve problems effectively.
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
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.
Position Focus:
Reporting to the Director of Operations, the Administrative Assistant serves as an active member of a service oriented and dynamic team of professionals. This position contributes to the mission of recruiting talented students to Yale by greeting visitors in our reception area, answering phones and assisting in other events related to hospitality. The Senior Administrative Assistant is expected to cover the front desk in our reception area 5 days per week (9:00-4:30) receiving, directing, and providing accurate information and outstanding service to all visitors at 38 Hillhouse Ave.
The Senior Administrative Assistant will deliver the highest level of service to visitors in a professional manner- in person, by phone and by email. This position will be expected to respond and resolve inquiries by familiarizing themselves with our website, policies and activities using good judgment and resourcefulness.
In addition, the position will provide additional administrative support to Undergraduate Admissions by:
Taking responsibility for the physical space in the reception area assuring that maps and other materials are stocked, and the area is clean and welcoming. Preparing and processing expense reports for specific admissions officers.
Scheduling meetings and rooms, including committee set-up. Using Slate (our CRM) look up visitors who have registered for tours.
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).
Required Skill/Ability 1:
Demonstrated excellence in interpersonal and communication skills with emphasis on superior customer service in a high-volume environment. Ability to represent the office in a positive and professional demeanor and appearance. Strong verbal and written communication skills.
Required Skill/Ability 2:
Demonstrated ability to provide support in an administrative capacity. Demonstrated ability to work independently and proactively as a member of a team. Committed to working in a culture of diversity, respect and inclusion.
Required Skill/Ability 3:
High level of personal responsibility along with a positive and cooperative attitude. Demonstrated initiative and follow through on tasks, taking ownership for assigned functions.
Required Skill/Ability 4:
Demonstrated ability to manage multiple tasks and handle time sensitive competing priorities. Ability to quickly identify and respond to wide-ranging topics, including taking steps to resolve problems effectively.
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
