Administrative Assistant- Faculty Support

General Purpose
Under the general direction of the F&ES Operations Manager, provide clerical and administrative support for several faculty and staff members.  Serve as primary contact for faculty located in various FES buildings regarding policies, procedures and office activities. 
 
 
Essential Duties
  1. Format, keyboard, edit and proofread correspondence, journal reviews, manuscripts, course materials, reports, and other material.  Assemble attachments and corresponding material and review for completeness prior to mailing or handout. 
  2. Greet visitors, answer and screen telephone calls.  Assess nature of business and provide assistance or refer to faculty or other appropriate individual.  Represent school and faculty to visitors as necessary.  Serve as a resource for obtaining information on varied requests from varied sources.
  3. Schedule and coordinate conferences and meetings for external and internal groups who wish to use FES facilities. Schedule use of facility, classroom and student lounge. Schedule and coordinate meetings and appointments (includes scheduling with many individuals, internationally; arranging for rooms; ordering food, etc.).
  4. Maintain and create spreadsheets as necessary. 
  5. Compose written material.  Gather, compile, organize and manipulate data to create reports or summaries.
  6. Prepare Employee Reimbursements, Check Requests, Purchase Requisitions, Request for Services, Travel Requisitions, maintenance requests and invoices to forward to Business Office for approval.  Coordinate travel arrangements and detailed itineraries.
  7. Perform routine office support activities including photocopying, filing, creating/completing forms, opening/screening/sorting/delivering mail, ordering/maintaining supplies.  
  8. Establish/maintain filing and records systems.  Create slides or make changes to PowerPoint presentations.
  9. Organize and prepare course packets, using traditional and electronic methods.  Order textbooks.
  10. Search for information in various libraries and Internet.
  11. Track journals through publication process.  Maintain library of articles and respond to requests for reprints as necessary.
  12. Coordinate faculty moves.
  13. Ensure proper building maintenance interfacing with FES Facilities Manager and/or Yale Physical Plant as necessary to resolve problems.
  14. Provide backup for Faculty Support staff in other FES buildings.   Deliver documents as needed. 
  15. Other duties as assigned.
 
Experience and Training
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.
 
 
Skills & Abilities
  1. Ability to communicate orally and in writing in a clear, pleasant, grammatically correct and professional manner. Ability to work collaboratively with other staff in the unit, as well as other departments. Cross cultural communication skills.
  2. General computer/office skills as well as proficiency with MS Word, PowerPoint & Excel.   Ability to extract and compile a range of data from written sources, from individuals by asking questions, or from one or several given data bases.
  3. Strong administrative skills.  Ability to arrange and coordinate schedules, appointments, and projects.  Ability to multi-task while handling competing priorities with different deadlines.  Excellent organizational and interpersonal skills; Initiative; creative problem solving skills.
  4. References must indicate exceptional attention to detail, accuracy and confidentiality.
  5. Documented track record of excellent reliability and attendance.

Physical Requirements 
Ability to move between multiple FES buildings as needed.
 

Application Details

For more information, or to apply for this position, please use the Yale STARS Gateway and search for the STARS Requisition Number provided in this description:
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PUBLISHED: January 1, 2000
 

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