Academic Support Assistant

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Overview

Reporting to the Manager of Administrative Services, provides administrative support to faculty, staff, and students. Executes special projects and routine activities in support of the department. Provides academic administrative support in several areas including: graduate and undergraduate support, visit, event and seminar planning and execution and, in coordination with the Senior Administrative Assistant for Faculty and Research Support, provides project support to the Chair and Lead Administrator. Inputs and verifies data for accuracy and integrity; establishes and executes schedules for recurring activities; coordinates the distribution of documents/correspondence to appropriate recipients to support processes and/or events. Apprises supervisor of work-related issues; applies knowledge to ambiguous situations; identifies and researches unclear transactions, provides suggestions to resolve issues; executes decisions of Lead Administrator, Operations Manager, and Chair and provides feedback. Lead area of focus will be rotated among staff. Provides information about administrative, academic, and procedural matters related to the Department, as well as any programs, initiatives, or centers that are established and backed by the department. Collaborates closely with and aids the Directors of Graduate and Undergraduate Studies. Processes applications for graduate and undergraduate admissions. Ensures compliance with administrative policies and procedures. Assist Graduate and Undergraduate students with the completion of forms. Reviews and verifies forms for completeness and accuracy. Establishes, maintains, and inputs records for graduate and undergraduate students, ensuring all personal, financial, and academic records are kept current and accurate. Monitors graduate and undergraduate student records to ensure compliance with academic regulations and program requirements for graduation. Maintains logs and records. Compiles statistical data and information. Summarizes data in reports or analyses. Updates, edits, and maintain program publications and website. Coordinates production and distribution of publications. Coordinates teaching schedules for academic classes. Schedules room assignments. Coordinates Senior Essay and Dissertation activities. Inputs and maintains financial records associated with graduate student funding. Responsible for creating expense reports. Performs clerical functions such as but not limited to purchasing supplies, scheduling meetings, and coordinating departmental activities. Performs other duties as assigned.

Required Skills and Abilities

1. Demonstrated ability to work independently and as part of a team. Excellent communication and interpersonal skills; shows initiative and follow through on all projects. Exercises discretion and maintains confidentiality. Brings observations to the supervisor accompanied by recommendations. Serves as a member of support teams and provides back-up

2. Highly developed and demonstrated customer service skills in person, on email and telephone. Demonstrated ability to support faculty and overall department including, through input and verification of data for accuracy and integrity, maintenance of records. Establishes and executes reasonable schedules for recurring activities.

3. Demonstrated ability to multitask, prioritize, and work effectively with conflicting and competing deadlines and time constraints. Continually trains on procedural activities and processes; provides recommendations for change and/or improvement. Remains composed during times of stress related to deadlines and competing demands; inspires sense of confidence.

4. Demonstrated admin skills, including but not limited to expense reimbursements, faculty support, academic support, registrar duties, and ordering. Understanding and application of process flow, recognition of interconnected nature of position responsibilities. Coordinates and distributes documents/correspondence to appropriate recipients to support processes or events.

5. Excellent organizational skills, accuracy, and attention to detail. Ability to meet deadlines and manage multiple and diverse priorities with frequent interruptions. Demonstrated ability to solve problems, take initiative, and anticipate actions as needed even in the face of conflicting demands. Excellent attendance and punctuality.

Preferred Skills and Abilities

1. Prior experience in academic or registrar settings, with knowledge of university policies and procedures.
2. Familiarity with student information systems, such as Banner, Courseleaf, and Canvas.
3. Experience with NIH training grant requirements and management or similar funding programs.
4. Bachelor's degree or equivalent work experience in a related field.
5. Intermediate to advanced proficiency with Microsoft Office Suite and experience with web management tools.

Principal Responsibilities

1. Serves as a principal source of information on administrative, academic, and procedural matters to students, prospective students, faculty, and staff. 2. Processes applications for admissions. Ensures compliance with administrative policies and procedures. 3. Assists students with the completion of forms. Reviews and verifies forms for completeness and accuracy. 4. Establishes and maintains student files, ensuring all personal, financial, and academic records are kept current and accurate. 5. Monitors student records to ensure compliance to academic regulations and program requirements for graduation. Maintains logs and records. Compiles statistical data and information. Summarizes data in reports or analyses. 6. Updates, edits, and writes program publications. Coordinates production and distribution of publications. 7. Coordinates teaching schedules for academic classes. Schedules classroom assignments. Coordinates Senior Essay and Dissertation activities. 8. Monitors financial records and activity. 9. Oversees and instructs support staff. 10. Performs clerical functions incidental to office activities.

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.

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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.

Health Requirements

Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

Posting Disclaimer

The hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.

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 position. Employees will be assigned specific job-related duties through their hiring department.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy 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).

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Yale University is a tobacco-free campus.

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