Physics - Business Office

83365BR

Senior Administrative Assistant

L34 - Local 34 (Yale Union Group)

Full time

Regular

Labor Grade D

Click here to see our Wage Ranges

Secretarial

40

Standard (M-F equal number of hours per day)

Central Campus

272 Whitney Avenue
New Haven, CT 06511

On-site

Reporting to the Administrative Services Supervisor, this position provides high-level administrative support to faculty, research staff, and students in the Department of Physics. Serves as a source of information to faculty, students, visitors, and seminar speakers on Yale policies and procedures. Compose, format, compile data and prepare first drafts of letters, memos, reports, PowerPoint presentations, course documents, and other materials, proofread, edit, and review materials for grammar, accuracy, and completeness. Coordinate travel arrangements, process expense reports, and other business-related transactions in support of the unit. Schedule and support meetings. Organizes, coordinates, and implements department-specific events as needed, orders food including coffee and snacks, and gathers materials. Oversee the use and maintenance of office equipment. Type up exams and ensure the Office of Institutional Equity & Accessibility is notified of any special needs. Coordinate repairs and floor maintenance with relevant service providers. Order office, lab, and computer supplies. Negotiate with vendors on price, taxes, and shipping. Sort and distribute mail. Gather research papers and special orders. Provide coverage as needed for other Administrative Assistants. Maintain Canvas as needed. Other duties as assigned.

physics.yale.edu

1. 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.

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.

Excellent verbal, written, and interpersonal communication skills. Self-motivated, with the ability to take initiative, problem solve and exercise independent judgment. Ability to exercise discretion and maintain strict confidentiality and diplomacy in handling sensitive materials.

Demonstrated ability to provide administrative support. Proven ability to schedule and coordinate logistics for meetings, events, and seminars including venue selection and setup, catering, travel, and accommodations.

Demonstrated intermediate proficiency with Microsoft Word, Excel, and Outlook, as well as the ability and willingness to learn new technology and systems. Proven ability with financial transactions, such as processing expense reimbursements and invoices.

Excellent organizational skills, and the ability to maintain accurate records. Demonstrated ability to multitask, prioritize, and work effectively with conflicting or competing deadlines. Excellent customer service skills and the ability to interact well with a diverse population. Demonstrated ability to work independently and flexibly as part of a team.

Excellent attendance record, punctuality, and reliability. Perform additional duties incidental to office activities as necessary to maintain the highest level of customer service.

Working knowledge of Drupal. Experience with faculty searches, appointments, and promotions including Interfolio. Experience with Workday HCM, Finances, Procurement, university academic and financial policies, event planning/coordination, IT Service Portal, and Egencia.

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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.

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

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.

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).

Yale University is a tobacco-free campus