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Overview

This position is within the Office of Workforce Manager for the Yale School of Environment (YSE), a community-oriented self-support school where you can be part of a team that supports future environmental leaders. Reporting to the Associate Director of Administration and Operations, provides a high level of administrative support to the faculty, staff, and students at the School of Environment. Under limited supervision, and with working knowledge of university policies and procedures, is responsible for the day-to-day administrative tasks supporting faculty, staff, and student HR and Payroll activities within the school. This position is responsible for processing a variety of hires, applications, and appointments, including postdocs, postgrads, laboratory associates, visiting fellows, visas, permanent and temporary employees, and student employees.

Required Skills and Abilities

1. Proven proficiency in an administrative support role. Ability to maintain strict confidentiality, as well as exercise discretion and sound judgment in fielding inquiries and handling requests. Ability to provide excellent customer service.

2. Ability to communicate effectively and diplomatically in written and verbal forms with faculty, staff, and students within as well as outside of YSE.

3. Proven ability to use a broad range of advanced features of word processing, data management, and presentation programs on PC including Word, Excel, Outlook, and PowerPoint.

4. Self-starter with the ability to take initiative, problem solve, and follow through on assignments with minimal supervision. Demonstrated strong attention to detail to be vetted by references.

5. Excellent interpersonal skills as well as 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 competing priorities.

Preferred Education and Experience

1. Human resource and basic financial functions including but not limited to hiring, costing allocations and, payroll accounting adjustments in Workday.

2. Experience in an Administrative Support Role working with students, staff, and faculty.

Principal Responsibilities

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.

Required Education and Experience

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.

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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.