Administrative Assistant

Working at Yale means contributing to a better tomorrow. Your talents and contributions are welcome as part of our New Haven-based community.

About the role

Under the direction of the Operations Manager, the Administrative Assistant performs a broad range of duties to support daily business office operations for the FAS Department of Psychology, serving faculty, postdocs, students, and staff.

Responsibilities

• Coordinate all phases of staff and casual onboarding, including assisting with job descriptions, creating requisitions in Workday, ensuring completion of I-9s, NetIDs, email setup, and timesheet submission.
• Manage hiring through the Student Employment system, including job postings, timesheet setup, and stipend processing via TimesheetX.
• Register visiting undergraduates and interns through the EHS system; liaise with OISS for international visitors.
• Create, extend, and terminate Sponsored Identities.
• Support offboarding processes, including final timesheet approval, Workday terminations, and collection of department property (IDs, computers, keys, etc).
• Track probationary periods and fixed-duration appointments; coordinate extensions and notify managers of required actions.
• Assist the Finance Team with costing allocations and payroll accounting adjustments.
• Provide support for departmental events and academic activities, including seminar coordination, prospective student visit days, travel arrangements, space reservations, media services, and catering.
• Assist with travel arrangements and meeting coordination and communication for departmental visitors.
• Collaborate with Business Office staff to maintain office operations, including supply inventory, copier support, and processing mail and packages.
• Serve as a source of information to students, staff, faculty, and clients on policies, procedures, and office activities.
• Greet visitors, answer and screen telephone calls, assess the nature of business, provide assistance or refer to appropriate individuals, and 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 materials.
• 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.
• Order and maintain inventory of supplies; photocopy material; oversee and instruct support staff.
• Perform additional functions incidental to office activities and other related duties as assigned.

Requirements

• 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.

Skills

• Required:
  • Excellent verbal and written communication skills, with strong attention to detail and the ability to handle multiple projects accurately.
  • Proficiency with Microsoft Office applications.
  • Strong interpersonal skills, with the ability to work collaboratively and independently, providing outstanding customer service.
  • Demonstrated ability to problem-solve, take initiative, and follow through on tasks with excellent attendance record, punctuality, and reliability.
• Preferred:
  • Experience supporting faculty and research staff in an academic setting.
  • Working knowledge of Yale policies and procedures, and familiarity with Workday.
  • Experience coordinating travel arrangements, specifically using World Travel.

Pay

Hourly Range: $28.43

Schedule

• Time Type: Part time
• Work Model: Hybrid

All candidates for employment will be subject to pre-employment background screening, which may include motor vehicle, DOT certification, drug testing, and credit checks based on the position description and job requirements.