Working under the supervision of the Graduate School Operations Manager and the Directors of the McDougal Center provide high level administrative support to the Graduate School Dean's office and the Graduate Student Life programs. In a joint role providing support for two very busy offices provide support for Dean's office staff and McDougal Center staff and fellows. Process PCard transactions, invoices & reimbursements, place SciQuest orders; support copying, faxing, shredding; provides operational support for both locations including telephone support, greets visitors and support Graduate School events. Handle room reservations at both locations and assist with booking other Yale spaces for events as needed. Initiate requests for Yale Custodial Services and Facilities, Printing, ITS, Catering, Media Services and Security. Manage Keys and center access controls for the McDougal Center. Monitor and replenish supply inventories, monitor condition of equipment and furnishings and initiate repair requests when needed. Perform basic updates to websites, online calendars and online information systems. Distribute mail and update directories.
Posting Position Title: Administrative Assistant
University Job Title: Administrative Assistant - Graduate School
Work Week: Standard (M-F equal number of hours per day)
Required Skill/ability 1: Proven ability to multi-task high priority assignments effectively, with strong attention to accuracy, detail, thoroughness and follow-through. Works well under pressure with conflicting demands and interruptions. Ability to prioritize to meet deadlines and follow schedules.
Required Skill/ability 2: Proven ability to communicate verbally and in writing, in a clear, concise, pleasant, grammatically correct and professional manner. Proven ability to work independently and with others in a team environment. Excellent customer service skills. Trustworthy in handling confidential matters.
Required Skill/ability 3: Proficiency in Microsoft Office Word, Excel, Power Point, Outlook. Excellent proofreading and editing skills.
Required Skill/ability 4:
Required Skill/ability 5:
Preferred Education, Experience and Skills: Associates Degree. Working knowledge of Yale's policies and procedures regarding financial processes and systems, including iExpense, SciQuest, and Workday. Familiarity with Google Docs and Drupal.
Required Licenses Or Certifications:
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.
Yale University is an American private Ivy League research university located in New Haven, Connecticut. Founded in 1701 in the Colony of Connecticut, the university is the third-oldest institution of higher education in the United States.