Yale University
Administrative Assistant, Faculty Support, Yale School of Management
Yale University, New Haven, Connecticut, us, 06540
Hourly Range
$27.74
Overview The Yale School of Management (SOM) is seeking an Administrative Assistant, Faculty Support to support the faculty support team. Reporting to the Associate Director of Faculty Support Services and assigned faculty members, this role provides administrative support to faculty members and various administrative departments in all areas including support for teaching and research, programmes, and financial transactions.
Key Responsibilities
Serve as source of information to students, staff, and faculty on policies, procedures, and office activities.
Format, prepare, edit, and proofread a variety of material.
Assemble attachments and review outgoing material for completeness.
Scan coursework and other documents.
Download and upload course related information for the web for faculty coursework and research.
Secure/purchase teaching materials and obtain copyright permissions from publishers.
Post course material to learning management system.
Support assigned courses as session coordinator.
Use Zoom or other video conferencing to schedule class, create Zoom links for course meetings, attend classes virtually or in-person, monitor or set up sessions, support faculty with logistical issues, and communicate with students via Zoom chat as needed and directed by faculty member.
Alert Media Services of any technical problems in the Zoom room and moderate participation.
Serve as source of information to faculty, students, and staff on classroom AV technology.
Search for information online and in various libraries; submit research papers online.
Gather, compile, organize and manipulate data to create reports or summaries, design and set up spreadsheets and graphics.
Create slides or make changes to PowerPoint presentations.
Use the University’s electronic systems for expense management, vendor set‑up, travel booking and placing product and service orders with vendors.
Collect receipts for reimbursement of travel (domestic and international) and monitor reimbursements to Yale.
Work closely with department’s business office in execution of all financial transactions.
Prepare all documents in accordance with University policies and procedures.
Coordinate logistics for events including seminars and guest lecturers.
Schedule and coordinate meetings, talks and visitors (both on and off campus), including specifics of site visits, itineraries, travel arrangements, publicity, catering, entertainment, and accommodations.
Maintain electronic calendar and prepare required forms and reimbursements.
Serve as point of contact for faculty recruiting process and assist new faculty with office set‑up and orientation process.
Assist faculty members with various activities which can include large mail merges for letters of recommendation, recruitment and other correspondence, scheduling, and other matters as requested.
May work on faculty web sites as directed by faculty member.
Identify problems with workflow, equipment and environment and make suggestions for improving the workplace.
Manage ordering, stocking, and distribution of office and kitchen supplies, incoming and outgoing mail and packages.
Greet visitors, answer, and screen telephone calls.
Organize and maintain filing systems.
Serve as member of faculty support team, provide training, and back up support for other faculty support staff and various departments.
Perform additional duties incidental to office activities as necessary to maintain highest level of customer service.
Required Skills and Abilities
Excellent computer skills including proficiency of Windows and Microsoft products: Word, Excel, Outlook (Calendar) and PowerPoint or equivalent. Internet navigation skills.
Excellent proofreading and editing skills.
Ability to communicate orally and in writing in a clear, pleasant, grammatically correct, and professional manner.
Ability to represent the School professionally at events.
Ability to prioritize to meet deadlines and follow schedules, multi‑task effectively with strong attention to accuracy, detail, thoroughness and follow‑through with conflicting demands and deadlines.
Excellent attendance record.
Ability to function effectively as part of a team to provide support to faculty and Yale SOM Departments.
Ability to flex schedule or work occasional overtime.
Ability to effectively prioritize and accomplish work for faculty and to regularly solve problems, take initiative and anticipate actions needed.
Ability to properly use independent judgment.
Preferred Education and Experience Bachelor’s Degree. Web maintenance skills. Working experience of Yale policies and procedures and event planning. Experience with learning management system. Ability to provide classroom AV support.
Principal Responsibilities
Serve as source of information to students, staff, faculty, and clients on policies, procedures, and office activities.
Greets visitors and answers and screens telephone calls; assess nature of business and provide assistance or refer to appropriate individual.
Schedule and coordinate meetings and appointments.
Receive and schedule client referrals; resolve scheduling conflicts; format, keyboard, edit and proofread correspondence, grants, manuscripts, reports, and other material; assemble attachments and corresponding material.
Review outgoing material for completeness, attachments, dates, and signatures; compose general correspondence and written material.
Gather, compile and record data; create reports and summarize findings; assemble and compile material for grant, contract, and budget preparation.
Monitor expenditures and reconcile financial statements; coordinate travel arrangements; establish and maintain filing systems; sort, screen and distribute mail; complete forms.
Orders and maintain inventory of supplies; photocopies material; oversee and instruct support staff; perform additional functions incidental to office activities.
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.
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. 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.
Equity and Employment Statement 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 throughout the 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).
Yale University is a tobacco‑free campus.
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Overview The Yale School of Management (SOM) is seeking an Administrative Assistant, Faculty Support to support the faculty support team. Reporting to the Associate Director of Faculty Support Services and assigned faculty members, this role provides administrative support to faculty members and various administrative departments in all areas including support for teaching and research, programmes, and financial transactions.
Key Responsibilities
Serve as source of information to students, staff, and faculty on policies, procedures, and office activities.
Format, prepare, edit, and proofread a variety of material.
Assemble attachments and review outgoing material for completeness.
Scan coursework and other documents.
Download and upload course related information for the web for faculty coursework and research.
Secure/purchase teaching materials and obtain copyright permissions from publishers.
Post course material to learning management system.
Support assigned courses as session coordinator.
Use Zoom or other video conferencing to schedule class, create Zoom links for course meetings, attend classes virtually or in-person, monitor or set up sessions, support faculty with logistical issues, and communicate with students via Zoom chat as needed and directed by faculty member.
Alert Media Services of any technical problems in the Zoom room and moderate participation.
Serve as source of information to faculty, students, and staff on classroom AV technology.
Search for information online and in various libraries; submit research papers online.
Gather, compile, organize and manipulate data to create reports or summaries, design and set up spreadsheets and graphics.
Create slides or make changes to PowerPoint presentations.
Use the University’s electronic systems for expense management, vendor set‑up, travel booking and placing product and service orders with vendors.
Collect receipts for reimbursement of travel (domestic and international) and monitor reimbursements to Yale.
Work closely with department’s business office in execution of all financial transactions.
Prepare all documents in accordance with University policies and procedures.
Coordinate logistics for events including seminars and guest lecturers.
Schedule and coordinate meetings, talks and visitors (both on and off campus), including specifics of site visits, itineraries, travel arrangements, publicity, catering, entertainment, and accommodations.
Maintain electronic calendar and prepare required forms and reimbursements.
Serve as point of contact for faculty recruiting process and assist new faculty with office set‑up and orientation process.
Assist faculty members with various activities which can include large mail merges for letters of recommendation, recruitment and other correspondence, scheduling, and other matters as requested.
May work on faculty web sites as directed by faculty member.
Identify problems with workflow, equipment and environment and make suggestions for improving the workplace.
Manage ordering, stocking, and distribution of office and kitchen supplies, incoming and outgoing mail and packages.
Greet visitors, answer, and screen telephone calls.
Organize and maintain filing systems.
Serve as member of faculty support team, provide training, and back up support for other faculty support staff and various departments.
Perform additional duties incidental to office activities as necessary to maintain highest level of customer service.
Required Skills and Abilities
Excellent computer skills including proficiency of Windows and Microsoft products: Word, Excel, Outlook (Calendar) and PowerPoint or equivalent. Internet navigation skills.
Excellent proofreading and editing skills.
Ability to communicate orally and in writing in a clear, pleasant, grammatically correct, and professional manner.
Ability to represent the School professionally at events.
Ability to prioritize to meet deadlines and follow schedules, multi‑task effectively with strong attention to accuracy, detail, thoroughness and follow‑through with conflicting demands and deadlines.
Excellent attendance record.
Ability to function effectively as part of a team to provide support to faculty and Yale SOM Departments.
Ability to flex schedule or work occasional overtime.
Ability to effectively prioritize and accomplish work for faculty and to regularly solve problems, take initiative and anticipate actions needed.
Ability to properly use independent judgment.
Preferred Education and Experience Bachelor’s Degree. Web maintenance skills. Working experience of Yale policies and procedures and event planning. Experience with learning management system. Ability to provide classroom AV support.
Principal Responsibilities
Serve as source of information to students, staff, faculty, and clients on policies, procedures, and office activities.
Greets visitors and answers and screens telephone calls; assess nature of business and provide assistance or refer to appropriate individual.
Schedule and coordinate meetings and appointments.
Receive and schedule client referrals; resolve scheduling conflicts; format, keyboard, edit and proofread correspondence, grants, manuscripts, reports, and other material; assemble attachments and corresponding material.
Review outgoing material for completeness, attachments, dates, and signatures; compose general correspondence and written material.
Gather, compile and record data; create reports and summarize findings; assemble and compile material for grant, contract, and budget preparation.
Monitor expenditures and reconcile financial statements; coordinate travel arrangements; establish and maintain filing systems; sort, screen and distribute mail; complete forms.
Orders and maintain inventory of supplies; photocopies material; oversee and instruct support staff; perform additional functions incidental to office activities.
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.
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. 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.
Equity and Employment Statement 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 throughout the 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).
Yale University is a tobacco‑free campus.
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