Essential Duties1. Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems. Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities. 2. Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets. Monitors expenditures and reconciles financial statements. 3. Provides editorial support for a journal/publication. Proofreads and edits material for grammatical and factual accuracy. Tracks copy through various editing and production stages. Communicates with authors, printers, and others concerned with published work. 4. Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences. Assembles and arranges for necessary items. Determines sources of data. Compiles, synthesizes and manipulates data. Summarizes findings and writes reports or portions of reports. 5. Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail. 6. Formats, keyboard, proofread, and edits correspondence, reports, manuscripts, grants, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures. Composes substantive correspondence and written material. 7. Coordinates travel arrangements. Schedules and coordinates meetings and appointments. Orders and maintains inventory of supplies. Takes minutes or dictation. Performs additional functions incidental to office activities.Required Education and ExperienceSix years of related work experience, four of them in the same job family at the next lower level, and high school level education; or four years of related work experience and an Associate's degree; or little or no work experience and a Bachelor's degree in a related field; or an equivalent combination of experience and education.Duration TypeRegularWork WeekStandard (M-F equal number of hours per day)Drug ScreenNoHealth ScreeningNoBackground Check RequirementsAll 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.Searchable Job FamilyBusiness Operations, Student ServicesExternal Gateway Posting Date30-Apr-2024Total # of hours to be worked:37.5Position Focus:Join the friendly and inclusive community of faculty, staff, postdocs, postgrads, and students working together at the Yale School of the Environment (YSE) to advance its mission to address the world's most critical environmental challenges. Reporting to the Associate Dean of Student Affairs, with minimal supervision, provide comprehensive administrative and high-level clerical and logistical support to the Office of Student Services in support of the entire cycle of the student experience from orientation to graduation ceremony. Serve as a source of information to alumni, students, staff and faculty on policies, procedures, and programs. Serves as source of information to students, staff, faculty, and clients on policies, procedures, and office activities. Greets students and visitors and answers and screens telephone calls and emails. Assesses natures of business. Provides assistance or refers to appropriate individual. Schedules and coordinates meetings and appointments. Receives and schedules client referrals. Resolves scheduling conflicts. Formats, keyboards, edits and proofreads correspondence, grants, manuscripts, reports, and other material. Reviews outgoing material for completeness, attachments, dates, and signatures. Composes general correspondence and written material. Gathers, compiles and records data. Creates reports and summarizes findings. Assembles and compiles material for grant, contract, and budget preparation. Monitors expenditures, processes expenses and reconciles financial statements. Coordinates travel arrangements. Establishes and maintains record keeping systems for all programs in the office. Orders and maintains inventory of supplies. Photocopies and prints materials. Supports student workers. Performs additional functions incidental to office activities. May perform other duties as assigned.Preferred Education, Experience and Skills:Previous experience closely interacting with students. Proven Experience with SCT Banner database.Posting DisclaimerThe 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.Compensation GradeLabor Grade DBargaining UnitL34 - Local 34 (Yale Union Group)Supervisory OrganizationYale School of the Environment - Assistant Dean of Student AffairsTime TypeFull timeRequired Skill/Ability 1:Demonstrated accuracy and attention to detail and strong organizational skills. Excellent written and verbal communication skills including hard copy and electronic communication. Excellent grammar, spelling and proof-reading abilities.Required Skill/Ability 2:Proven ability to use a broad range of advanced features of word processing, data management and presentation programs on a PC including Word, Excel, Outlook or comparable email program, Power Point and various web-based utilities. Ability to quickly learn and master new software and web-based programs.Required Skill/Ability 3:Excellent interpersonal skills as well as a demonstrated ability to work well with a wide range of people.Required Skill/Ability 4:Proven ability to follow verbal and written instructions to work on multiple deadline driven tasks with minimal supervision and to work independently under pressure.Required Skill/Ability 5:Ability to adhere to strict confidentiality procedures with discretion.NoteYale University is a tobacco-free campusCOVID-19 Vaccine RequirementThe 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:Wage RangesClick to see our Wage RangesWork ModelOn-site
