28-Sep-2023

Economics

84370BR

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, this position is a combination of building management and faculty administrative support.  The position will serve as an expert resource 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: daily inspection of buildings, 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. 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.

In addition to managing the buildings, the position will provide administrative support for faculty as assigned by the Operations Manager. Responsibilities include 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.

Essential Duties

1. Leads building services unit, including overseeing and coordinating projects or work processes and distributes workload to a minimum of two full time employees. 2. Walks through and inspects all department or School buildings. Reports problems and repair needs. Enters and tracks maintenance and repair requests. Plans, executes and/or oversees miscellaneous repairs. Arranges/provides deliveries between department or School locations. 3. Assists with the coordination and prioritization of alterations and renovation projects. 3. Arranges coverage for absences, may hire and assign temporary workers, may step in and cover building services related functions as needed. Reviews and updates area procedures as needed. Resolves issues pertaining to those areas. 4. Keeps department or School facility equipment, supplies and furniture organized, supplied, stored and recorded in appropriate locations and/or systems. Coordinates room set-up and maintains system of “standard room set-up” for each shared space. Maintains Movable Equipment Inventory. Oversee mail and supply services, shipping and receiving, provide supplies and maintenance on coffee, copier and kitchen equipment. 5. Coordinates electronic access to buildings. Coordinates maintenance and repair. 6. Researches products and vendors for, and orders, furniture and equipment. Tracks purchases and assists in budgeting. 7. Serves as department or School liaison to custodial staff. 8. Maintains department or School key database and physical inventory. Disburses and tracks keys. May maintain inventories of space, phone equipment, keys and fobs, etc. 9. Serves as department or School telephone coordinator. 10. Serves as department or School recycling coordinator for furniture, equipment, paper and trash. 11. Assists with the management of rentals of department or School facilities. 12. Serves as department or School mailroom coordinator. 13. 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 education; or four years of related work experience and an Associate Degree; or little or no work experience and a Bachelor Degree in a related field; 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:

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, prioritization, and multi-tasking 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.

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