Job Description

The Administrative Assistant provides administrative support to faculty members and various administrative departments in all areas including support for teaching and research, programs, and financial transactions. Under the supervision of faculty members and the Associate Director of Faculty Support, serve as a member of the faculty support team. 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. Supports coursework for faculty, may include complex core courses. Secure or purchase teaching materials. Obtain copyright permission. May scan course work. Upload materials to learning management system and publish. Assist with classroom exercises and set-up. Support assigned courses as session coordinator. Using Zoom (or other video conferencing communications) schedule class, create Zoom links for course meetings, virtually (or in-person) attend class and monitor or set up for session, 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 a source of information to faculty, students, and staff on classroom AV technology. Search for information on-line and in various libraries. Submit research papers on-line. Gather, compile, organize and manipulate data to create reports or summaries. May design and set up spreadsheets and graphics. Create slides or make changes to enhance PowerPoint presentations with graphics. 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 but not limited to seminars and guest speakers. 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. 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. Update faculty websites. Identify problems with workflow, equipment and environment and make suggestions for improving the workplace. Manage ordering, stocking, and distribution of office and kitchen supplies, and incoming and outgoing mail and packages. Greet visitors, answer, and screen telephone calls. Organize and maintain filing systems. As assigned, provide coverage in all faculty support areas and other departments, including but not limited to the behavioral lab. Perform additional duties incidental to office activities as necessary to maintain highest level of customer service. The following Essential Duties are generic in nature; the information contained in this Position focus are most relevant to this position.