15-Aug-2023

Economics

83545BR

University Job Title

Senior Administrative Assistant 2

Bargaining Unit

L34 - Local 34 (Yale Union Group)

Compensation Grade

Labor Grade E

Wage Ranges

Click here to see our Wage Ranges

Searchable Job Family

Secretarial

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

28 Hillhouse Avenue
New Haven, CT 06511

Position Focus:

The Department of Economics houses faculty, staff, graduate students, and postdoctoral scholars, as well as many annual visiting scholars. The 5-story complex includes offices, classrooms, and multiple shared meeting spaces, lounge areas, study spaces, and kitchenettes.

Under the general direction of the Operations Manager, the Building Services Coordinator serves as the expert resource and sole administrator providing independent policy interpretation and guidance to staff and students housed in our main buildings. The role will lead building services by overseeing and coordinating projects and work processes including providing administrative leadership and ownership over the monitoring and maintenance essential to the operations and upkeep of the buildings. The role is responsible for having in depth knowledge about the department practices and procedures required for event management and facilities for the buildings.

Essential duties include: Inspection of all departments and building and oversee repairs. Coordinate and oversee deliveries including equipment and catering for indoor and outdoor special events and coordinate the management of rentals of department and building facilities. As the administrative leader, liaise with staff and building officials to update information and provide communication, including overseeing and maintaining signage and directory. Coordinate and prioritize alterations and renovation projects; ensure building activities do not interfere with repair and maintenance schedules for timely completion of work, and inform building occupants and users of construction plans, progress, maintenance, and repair work affecting their space. Review and update building procedures as needed. Keep building equipment, supplies and furniture organized, stored and recorded in appropriate locations or systems; and may maintain Movable Equipment Inventory. As the expert resource, manage room set-up and maintain system of “standard room set-up” for each shared space. Provide supplies and maintenance for copiers and kitchen equipment. Research products and vendors for and orders furniture and equipment. Serve as department and building liaison to facilities, custodial staff, vendors, and contractors, Yale environmental safety department, and emergency management including creating plans and sharing with staff/faculty. Responsible for ordering and stocking kitchen areas with necessary supplies. Oversee building key database and physical inventory; disburse and track keys; and coordinate electronic access. Serve as building telephone coordinator, mailroom coordinator and recycling coordinator for furniture, equipment, paper, and trash. Work with Chair and Operations Manager on office and room assignments for events.

In addition to managing the buildings, the position is responsible for administrative tasks such as clearing expenses, ordering supplies, initiating, and tracking purchase orders and professional service agreements, hiring student employees, arranging travel, coordinating events, and other tasks as needed.

The following Essential Duties are generic in nature. Applicants will find the information in this Position Focus most relevant to the role.

Essential Duties

1. Leads a unit or function, including overseeing and coordinating projects or work processes, and distributes the work of a minimum of two full time employees. 2. Directs the daily operations of the office. Manages calendars and calls, assesses nature of issues and escalates as appropriate. Serves as principal source of information on policies, procedures, programs, and office activities. Oversees, monitors and controls office budget and spending. 3. Participates in special projects on a variety of topics. Identifies project needs. Researches, gathers and analyzes data and materials. Collects project updates in a timely manner; prepares and maintains documentation, tracking, reports and presentations; follows up as appropriate. 4. Performs on-going review of department processes and systems. Develops, implements, and oversees office procedures designed to streamline operations, eliminates duplication and improves efficiency throughout the department. 5. Monitors and prioritizes communications for action and review; provides background necessary for action/decision-making; flags time sensitive material; initiates follow up. 6. Composes and/or coordinates substantive communications, reviews outgoing material for accuracy and completeness. Develops and/or produces materials for presentations. 7. Prioritizes, assigns and monitors work, sets standards and expectations among the department administrative support staff. Ensures appropriate levels of coverage so department priorities can be met. Evaluates and clarifies roles and responsibilities. Establishes and cultivates productive relationships between teams. 8. Attends meetings and drafts minutes. Performs other duties and responsibilities as necessary to support the mission of the office. 9. Greets visitors, answers and screens telephone calls and assesses nature of business. Responds to requests for information and provides assistance. Screens and responds to mail. 10. May perform other duties as assigned.

Required Education and Experience

Eight years of related work experience, six of them in the same job family at the next lower level and a high school level education; or six years of related work experience and an Associate's Degree; or two years of related work experience and a Bachelor's Degree; or an equivalent combination of education and experience.

Required Skill/Ability 1:

Proven proficiency in an administrative leadership capacity and ownership as an expert resource over the monitoring and maintenance essential to the operations of a large and multifaceted building. Ability to independently coordinate multiple projects and interpret policy, assess practices and procedures and provide direction and guidance to others

Required Skill/Ability 2:

Requires in depth knowledge about complex practices and procedures required for event management including multipurpose shared spaces.

Required Skill/Ability 3:

Proven ability to work independently, take initiative, effectively meet deadlines, and follow through on building services operations. Strong attention to detail. Strong organization and prioritization skills.

Required Skill/Ability 4:

Strong verbal and written communication skills. Outstanding customer service skills with the proven ability to work in a team setting and interact with all levels of faculty, staff, visitors, outside contractors and the public and local authorities, in an administrative leadership capacity. Demonstrated professional demeanor.

Required Skill/Ability 5:

Strong computer skills with proficiencies in Microsoft Word, Excel and Outlook. Proven ability to compose communications, review outgoing work for accuracy and completeness.

Preferred Education, Experience and Skills:

Knowledge of Yale systems and Workday.

Physical Requirements

Ability to move equipment, supplies, etc. between locations and buildings.  Ability to lift up to 35 lbs. and climb stairs.

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

The University maintains policies pertaining to COVID-19. All faculty, staff, students, and trainees are required to comply with these policies, which may be found here:
https://covid19.yale.edu/health-guidelines

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).

Note

Yale University is a tobacco-free campus