Administrative Assistant

16-Jan-2024

Environment School – Research

85783BR

University Job Title

Administrative Assistant

Bargaining Unit

L34 – Local 34 (Yale Union Group)

Compensation Grade

Labor Grade C

Wage Ranges

Click here to see our Wage Ranges

Searchable Job Family

Business Operations, Research Res Support, Research/Support

Total # of hours to be worked:

37.5

Work Week

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

Work Location

Central Campus

Worksite Address

195 Prospect Street
New Haven, CT 06511

Position Focus:

The Yale Center for Environmental Law and Policy, a joint undertaking between Yale Law School and the Yale School of the Environment, advances fresh thinking and analytically rigorous approaches to environmental decision-making across disciplines, sectors, and scales. In addition to its research activities, the Center also aims to foster discussion and collaboration across the Yale campus on environmental law and policy issues at the local, regional, national, and global levels. The Center facilitates a joint-degree program through which Yale Law students can simultaneously pursue a master’s degree at the Yale School of the Environment, completing both degrees in four years.

The position serves as an integral member of the Yale Center for Environmental Law and Policy support team. The position provides high-level administrative/faculty support directly to the Center Director, including active calendar management and inbox review, travel coordination, priority list review and advice, course and research support, and other assorted administrative duties.

In addition, this position also works closely with Center’s office staff members on several activities related to high level events like conferences and board meetings, recurring Research Assistant meetings, and visiting speakers or project partners. As needed, this position will assist with processing Center’s expense reports and reimbursements related to our events and projects.

This position reports to the Center’s Director and works in close coordination with the Center’s Associate Director and Program Assistant.

Conducts high-level email review for the Director of the Center. Flags emails for follow up, forwards emails to appropriate staff members of the Center for responses, issues simple responses on the Center Director’s behalf, and extracts action items and deadlines for review. Manages Center scheduling across several complicated calendars and multiple time zones for meetings and appointments. Circulates Zoom invitations or meeting locations as needed. Takes minutes or dictation. Coordinates travel arrangements as needed for Director or Center guests. Tracks ongoing projects and events. Maintains spreadsheet of priority and action items (“action list”). Follows up with Center Director and other staff members for updates and progress. Leads weekly review of Director’s action list. Determines administrative, facility, and equipment needs for conferences/symposia, lectures, seminars, and recurring Research Assistant meetings. Assists with assembling and arranging necessary items. Determines sources of data. Compiles, synthesizes, and manipulates data. Summarizes findings and writes reports or portions of reports. Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail. Formats, keyboard, proofread, and edits correspondence, reports, manuscripts, letters of recommendation, and other material. Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures. Composes substantive correspondence and written material. Performs additional functions incidental to office activities.

Essential Duties

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.

Required Skill/Ability 1:

Strong interpersonal skills and customer service skills with ability to deal courteously and diplomatically with all types of people.

Required Skill/Ability 2:

Attention to detail with excellent organization, prioritization, and communication skills.

Required Skill/Ability 3:

Knowledge and ability to use multiple computer applications. Intermediate to advanced skillswith Microsoft Word, Excel, PowerPoint, and Outlook.

Required Skill/Ability 4:

Ability to work under stressful conditions and to meet deadlines.

Preferred Education, Experience and Skills:

Bachelor’s degree. Prior experience coordinating a calendar, inbox, to-do lists, and travel. Prior experience with event planning and execution. Experience with budgets. Interest or experience in policy work.

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.

COVID-19 Vaccine Requirement

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

Posting Disclaimer

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.

EEO Statement:

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).

Note

Yale University is a tobacco-free campus