Reporting to the Operations Manager in the Department of Chemistry, provides administrative support to the Director of Undergraduate Studies (DUS), faculty, staff and students. Provides academic administrative support in a number of areas including: assisting the DUS with department course listings, entering and maintaining them in a software system according to University Registrar Policies; managing yearly placement exams; administering registration keys for Chemistry courses; managing pre-registration websites and pre-registration processes; coordinating with Director of Graduate Studies for Teaching Fellow allocation, tracking student progress towards degree and informing the DUS of problems; assisting with course transfer credit; maintaining and updating student files. Greets visitors, answers and screens telephone calls for the Department Office. Accurately fields initial inquiries on various Chemistry Programs. Provides timely follow-up to questions from faculty, students and staff. Opens, screens, and distributes incoming mail. Formats/keyboards/edits/proofreads correspondence, manuscripts, reports, and other materials. Reviews all outgoing material for accuracy, timeliness, completeness. Schedules events in Chemistry Department spaces. Schedules instructor and faculty office hours and class sections. Publicizes/communicates events as appropriate. Completes expense reports, check requests, purchase requisitions, and requests for services in support of a variety of events. Performs other related duties as assigned in support of the Department Office.
Posting Position Title: Senior Administrative Assistant
University Job Title: Academic Support Assistant
Work Week: Standard (M-F equal number of hours per day)
Required Skill/ability 1: Well-developed oral and written communication skills. Writing sample will be required at time of the interview. Ability to compose simple to moderately complex correspondence. Ability to self-correct work product. Ability to handle sensitive and confidential subject matter with utmost discretion.
Required Skill/ability 2: Exceptional organizational and prioritization skills. Well-developed multi-tasking skills. Ability to effectively address multiple projects, often with conflicting deadlines, with a high degree of accuracy.
Required Skill/ability 3: Ability to work independently and to follow a project through to completion. Ability to perform well under pressure and represent the Department of Chemistry in a consistently professional manner.
Required Skill/ability 4: Exceptional interpersonal skills. Proven ability to interact with a diverse client base. Proven ability to plan and schedule seminars and meetings. Ability to provide coverage and assistance to other areas based on operational needs.
Required Skill/ability 5: High level of comfort with Outlook, Excel, Word, PowerPoint, and Adobe. Must have proven ability to manipulate data within spreadsheets, export and share information and create tables as well as mail merge. Ability to process travel and expense reimbursements using Workday
Preferred Education, Experience and Skills: Prior experience with Access and Drupal. Previous experience providing support in an academic unit handling admissions and Faculty Appointments desired. Knowledge of University Policy and Procedure in regards to travel a plus.
Required Licenses Or Certifications:
Six 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.
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.