Academic Support Assistant Job at Yale University
Academic Support Assistant
Anthropology - Business Operations
80027BR
Yale Posting Status
CLOSED TO FURTHER APPLICATIONS
University Job Title
Administrative Assistant, Academic Support
Bargaining Unit
L34 - Local 34 (Yale Union Group)
Time Type
Full time
Duration Type
Regular
Compensation Grade
Labor Grade C
Wage Ranges
Click here to see our Wage Ranges
Searchable Job Family
Secretarial, Student Services
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
10 Sachem Street
New Haven, CT 06511
New Haven, CT 06511
Position Focus:
Reporting to the Chairs of Anthropology and the Yale Council on Archaeological Studies and the Operations Manager, this Administrative Assistant-Academic Support position provides administrative support to Departmental Registrar, Director of Undergraduate Studies (DUS), Director of Graduate Studies (DGS), Department Chairs, faculty, staff, and students.
Provides academic administrative support in a number of areas including: graduate admissions, tracking of undergraduate and graduate student progress toward degrees, informing the Departmental Registrar, DUS/DGS of problems. Responds accurately to initial inquiries about the Program. Coordinates department course listings with/for Departmental Registrar, DGS, DUS, enter and maintain course listings in a software system according to University Registrar Policies; coordinates with the DGS for Teaching Fellow allocation and Visiting Assistant in Research appointments, maintains and updates student files. Works closely with University Registrar's Office to ensure accuracy of course records and student records. Delivers timely and accurate follow-up to questions from students, faculty, staff and prospective students and other departments. Schedules student events and publicizes/communicates events as appropriate. Completes expense reports, check requests, purchase orders, prizes and awards, and requests for services in support of a variety of events. Serve as acting Registrar when needed and during absences. Performs other related duties as assigned in support of Department/Program activities.
Provide coverage as needed for positions located in the Department of Anthropology.
Currently this position will follow a hybrid work format. This could be subject to change in the future.
Provides academic administrative support in a number of areas including: graduate admissions, tracking of undergraduate and graduate student progress toward degrees, informing the Departmental Registrar, DUS/DGS of problems. Responds accurately to initial inquiries about the Program. Coordinates department course listings with/for Departmental Registrar, DGS, DUS, enter and maintain course listings in a software system according to University Registrar Policies; coordinates with the DGS for Teaching Fellow allocation and Visiting Assistant in Research appointments, maintains and updates student files. Works closely with University Registrar's Office to ensure accuracy of course records and student records. Delivers timely and accurate follow-up to questions from students, faculty, staff and prospective students and other departments. Schedules student events and publicizes/communicates events as appropriate. Completes expense reports, check requests, purchase orders, prizes and awards, and requests for services in support of a variety of events. Serve as acting Registrar when needed and during absences. Performs other related duties as assigned in support of Department/Program activities.
Provide coverage as needed for positions located in the Department of Anthropology.
Currently this position will follow a hybrid work format. This could be subject to change in the future.
Essential Duties
1. Serves as a source of information about the University, the department, and about academic and general requirements, processes, and procedures. 2. Provides logistical and clerical support to the directors of undergraduate and graduate studies, department chair, faculty, students, and visitors. 3. Makes referrals and schedules appointments with appropriate faculty and staff as needed. 4. Assists with course registration and event arrangements; updates advising documents and orientation materials as directed. 5. Compiles forms, progress reports and standard reports. 6. Assists faculty and students in the use of academic systems; participates in the testing of new processes and systems as requested. 7. 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 high school level education; or two years of related work experience and an Associate's degree, or an equivalent combination of education and related experience.
Required Skill/Ability 1:
Demonstrated organizational skills, accuracy, and attention to detail. Ability to exercise good judgment, take initiative and follow through. Proven ability for self-motivation; able to self-correct work and ability to perform well under pressure. Strong verbal, written communication and interpersonal skills. Proven faculty support skills.
Required Skill/Ability 2:
Proven ability to prioritize, multitask and remain composed during times of stress often related to deadlines, competing demands on time and frequent interruptions in a busy office environment. Ability to inspire a sense of confidence with faculty and students that their concerns will be successfully addressed.
Required Skill/Ability 3:
Proficiency with Microsoft Word, Excel, PowerPoint, and Outlook. Demonstrated ability to work with, evolve and learn various types of ever-changing computer software, programs, and web management techniques. Demonstrated ability handling expense reimbursements.
Required Skill/Ability 4:
Demonstrated customer service skills in person, via email and on telephone for a wide variety of international and domestic faculty, visitors, students, and staff. Ability to handle sensitive/confidential subject matter with utmost discretion. Demonstrated ability to effectively address multiple projects, often with conflicting deadlines and a high degree of accuracy.
Required Skill/Ability 5:
Proven ability to compose simple to moderately complex correspondence. Ability to work independently as well as part of a team. Willing to absorb incidental responsibilities and contribute to special projects to ensure the smooth functioning of the office and department. Excellent attendance, punctuality, and reliability, as attested by references.
Preferred Education, Experience and Skills:
Knowledge of University, undergraduate and graduate policies and procedures. Familiarity with Banner, Canvas, CourseLeaf CIM, CAT & WEN, Degree Audit, JasperSoft, SLATE, TFS, FGS and EMS. Prior experience with updating websites using Drupal. Experience assisting with event coordination.
Physical Requirements
Ability to lift 30 lbs. Ability to make on-campus deliveries.
Weekend Hours Required?
Occasional
Drug Screen
No
Health Screening
No
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
Thank you for your interest in employment at Yale University. Please also note that the university has a COVID-19 vaccination and booster requirement for all students, staff & faculty which is described in the COVID-19 Vaccine Program. As you search our open positions, you will see that all postings list their on-site addresses which gives more detail on the on-campus work location of the role.
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).
W.L. Harkness Hall, 3rd Floor, Room 303
100 Wall Street, New Haven CT 06511
203-432-0849
equity@yale.edu
Note
Yale University is a tobacco-free campus
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