Administrative Assistant

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Hourly Range

27.74

Overview

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. This position provides administrative support to the department. Performs all necessary functions for daily operations and serves as source of information to students, staff, and faculty on policies, procedures, and office activities. Under the general direction of the account manage, provide clerical and administrative support for various faculty and staff members. Serve as primary contact for Yale and YSE policies and procedures, and process expenses, requisitions, and reimbursements related to School initiatives. Answers and screens telephone calls, provides assistance or refers to the appropriate individual. Provides scheduling support and calendar management for assigned faculty and staff. Gathers and compiles a range of data from written sources, from senior staff members, or from one or more databases. Develops reports and summarizes findings to appropriate faculty and staff as requested. 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. Provide backup for Faculty Support staff in other YSE buildings.

Required Skills and Abilities

Required Skill/Ability 1: Ability to communicate effectively and diplomatically in written and verbal forms with faculty, staff, and students within YSE as well as outside of YSE. Ability to work collaboratively with other staff in the unit, as well as other departments.

Required Skill/Ability 2: Proven ability to use word processing programs on a PC including Word, Excel and Outlook. Experience with Workday or similar ERP for processing transactions and researching payments.

Required Skill/Ability 3: Ability to serve in an administrative support role. Ability to arrange and coordinate schedules appointments, and projects, as well as exercise discretion and sound judgment in fielding inquiries and handling requests. Ability to provide excellent customer service.

Required Skill/Ability 4: Self-directed, ability to take initiative, problem solve, and follow through on assignments with minimal supervision. Excellent interpersonal skills as well as a demonstrated ability to work well with a wide range of people. Strong customer service skills. Ability to work in a fast-paced,

deadline driven environment and manage multiple priorities.

Required Skill/Ability 5: References must indicate exceptional attention to detail, accuracy and confidentiality. Documented track record of excellent reliability and attendance.

Preferred Education, Experience and Skills

Proven experience in an academic environment and interest in Environmental Issues.

Principal Responsibilities

1. Serves as source of information to students, staff, faculty, and clients on policies, procedures, and office activities. 2. Greets visitors. Answers and screens telephone calls. Assesses natures of business. Provides assistance or refers to appropriate individual. Schedules and coordinates meetings and appointments. 3. Receives and schedules client referrals. Resolves scheduling conflicts. Formats, keyboards, edits and proofreads correspondence, grants, manuscripts, reports, and other material. Assembles attachments and corresponding material. 4. Reviews outgoing material for completeness, attachments, dates, and signatures. Composes general correspondence and written material. 5. Gathers, compiles and records data. Creates reports and summarizes findings. Assembles and compiles material for grant, contract, and budget preparation. 6. Monitors expenditures and reconciles financial statements. Coordinates travel arrangements. Establishes and maintains filing systems. Sorts screens and distributes mail. Completes forms. 7. Orders and maintains inventory of supplies. Photocopies material. Oversees and instructs support staff. Performs additional functions incidental to office activities. 8. May perform other duties as assigned. Required Education and Experience 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.

Job Posting Date

11/18/2025

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade C

Compensation Grade Profile

Time Type

Full time

Duration Type

Staff

Work Model

Hybrid

Location

195 Prospect Street, New Haven, Connecticut

Background Check Requirements

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.

Health Requirements

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

Posting Disclaimer

The hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.

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 position. Employees will be assigned specific job-related duties through their hiring department.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy 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).

Note

Yale University is a tobacco-free campus.