Mathematics - Business Operations
Yale Posting Status
CLOSED TO FURTHER APPLICATIONS
University Job Title
Senior Administrative Assistant, Academic Support
Bargaining Unit
L34 - Local 34 (Yale Union Group)
Compensation Grade
Labor Grade D
Wage Ranges
Click here to see our Wage Ranges
Work Location
Central Campus
Worksite Address
10 Hillhouse Avenue
New Haven, CT 06511
Work Week
Standard (M-F equal number of hours per day)
Searchable Job Family
Administration, Secretarial
Total # of hours to be worked:
20
Position Focus:
Reporting to the Operations Manager for the Department of Mathematics, provides administrative support to the Director of Undergraduate Studies (DUS), faculty and students of the Mathematics Department, including Applied Math. Serves as principal point of contact and source of information relative to all aspects of the academic processes for the graduate and undergraduate programs. This position will be a departmental source for course and curriculum support, degree progress, academic deadlines, policies, procedures, and activities. Preparing expenses, processing invoices, hiring students through student employment application, and helping with event planning are other responsibilities of this position. Provide coverage for other administrative responsibilities dependent on the operational needs of the department.
This is a part-time (20 hours/week) position.
Essential Duties
1. Serves as the principal source of information for students, prospective students, faculty, and staff regarding the University, the department and its majors and degrees, events, and academic and general systems, processes and procedures. 2. Monitors student records to ensure compliance with academic regulations and program requirements for graduation. Coordinates Senior Essay and Dissertation activities. 3. Processes graduate applications for admissions. Ensures compliance with administrative policies and procedures. Assists with online admission processing. 4. Updates, edits, writes, and coordinates production and distribution of admission, orientation, advising, and graduation materials and publications. Coordinates and updates academic support related web pages. 5. Provides logistical and clerical support to the department chair, directors of undergraduate and graduate studies, faculty, students, and visitors. Compiles progress reports and standard reports as needed. Maintains schedule of department-controlled teaching and research space. 6. Makes referrals and schedules appointments with appropriate faculty and staff as needed. Assists with course registration. 7. Participates in the testing of new processes and systems as requested. 8. May perform other duties as assigned.
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 an equivalent combination of education and related experience.
Required Skill/Ability 1:
Strong verbal and written communication skills, with excellent attention to detail. Ability to interact effectively with people at all organizational levels, and to strive to resolve problems and build positive relationships. Ability to handle sensitive matters with discretion, maintaining confidentiality.
Required Skill/Ability 2:
Proven record of resourcefulness with the ability to work independently, without continuous direction, and to identify and utilize available resources to complete tasks thoroughly and efficiently. Demonstrated organizational skills and follow-through. Ability to prioritize competing tasks.
Required Skill/Ability 3:
Well-developed computer skills and aptitude, with demonstrated proficiency working with Microsoft Word, Excel, PowerPoint, and Outlook. Ability to utilize online financial systems and update and maintain webpage. Ability and willingness to learn new technology, systems, and processes.
Required Skill/Ability 4:
Demonstrated administrative support skills, including but not limited to, expense reimbursements, faculty and student support, and ordering supplies.
Required Skill/Ability 5:
Highly developed and demonstrated customer service skills in person, via email and telephone. Ability to inspire a sense of confidence with faculty, staff, and students, that their concerns will be successfully addressed. Willingness to cover other administrative positions dependent on the operational needs of the department.
Preferred Education, Experience and Skills:
Previous work experience in an academic environment.
Weekend Hours Required?
Occasional
Evening Hours Required?
Occasional
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
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