Administrative Assistant

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Hourly Range: $27.74

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 Requisition s, Request for Services, Travel Requisition s, 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.

• Serves as source of information to students, staff, faculty, and clients on policies, procedures, and office activities.
• Greets visitors. Answers and screens telephone calls. 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. Assembles attachments and corresponding 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 and reconciles financial statements. Coordinates travel arrangements. Establishes and maintains filing systems. Sorts screens and distributes mail. Completes forms.
• Orders and maintains inventory of supplies. Photocopies material. Oversees and instructs support staff. Performs additional functions incidental to office activities.
• May perform other duties as assigned.

• 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.
• 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.
• 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.
• 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.
• References must…