Administrative Assistant

Overview

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.

• 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.
• Perform other related duties as assigned.

Required Skills and Abilities

1. Excellent verbal and written communication skills, with strong attention to detail and the ability to handle multiple projects accurately.
2. Proficiency with Microsoft Office applications.
3. Strong interpersonal skills, with the ability to work collaboratively and independently, providing outstanding customer service.
4. Demonstrated ability to problem-solve, take initiative, and follow through on tasks with excellent attendance record, punctuality, and reliability.

Preferred Skills and Abilities

1. Experience supporting faculty and research staff in an academic setting.
2. Working knowledge of Yale policies and procedures, and familiarity with Workday.
3. Experience coordinating travel arrangements, specifically using World Travel.

Principal Responsibilities

1. Serves as source of information to students, staff, faculty, and clients on policies, procedures, and office activities.
2. Greets visitors. Answers and screens telephone calls. Assesses natures of business. Provides assistance or refers to appropriate individual. Schedules and coordinates meetings and appointments.
3. Receives and schedules client referrals. Resolves scheduling conflicts. Formats, keyboards, edits and proofreads correspondence, grants, manuscripts, reports, and other material. Assembles attachments and corresponding material.
4. Reviews outgoing material for completeness, attachments, dates, and signatures. Composes general correspondence and written material.
5. Gathers, compiles and records data. Creates reports and summarizes findings. Assembles and compiles material for grant, contract, and budget preparation.
6. Monitors expenditures and reconciles financial statements. Coordinates travel arrangements. Establishes and maintains filing systems. Sorts screens and distributes mail. Completes forms.
7. Orders and maintains inventory of supplies. Photocopies material. Oversees and instructs support staff. Performs additional functions incidental to office activities.
8. May perform other duties as assigned.