HR and Operations Assistant

Position Focus :

Reporting to the Sr. Operations Manager, the Human Resources and Operations Assistant is responsible for ongoing administrative and operational responsibilities for two science departments.

Administrative duties include but are not limited to weekly verification with faculty that all C&T and student timecards are accurate and submitted to appropriate supervisor for approval.

Maintain documents regarding scheduling changes, transfers; and assist with posting positions. Process student and temporary employee hires and help with on boarding and off boarding tasks.

Assist the Sr. Operations manager with the quarterly review of Workday Learning.

Operational administrative duties include but are not limited to : Provide operational and administrative support for the Departments’ Lead Administrator, Sr.

Operations Manager, Faculty and the MCGD track within the Combined Program in the Biological and Biomedical Sciences (BBS).

Manages building and lab access requests and maintains keys, phones, printers and other minor equipment for the departments.

Primary contact for initiating and monitoring facilities and custodial requests. Determines appropriate inventory levels and monitors available office supplies, paper, printer cartridges, forms, department stationery.

Places, processes, receives, and stocks orders, including food deliveries for departmental activities, , faculty meetings, cookie hour, and other departmental events.

Responsible to clear expense reports. Maintains and distributes postage / shipping codes, and associated instructions. Primary contact for all issues related to bulk mail, postage, or shipping.

Under the direction of the MCGD Track Associate Director, will compose correspondence and flyers for MCGD events, organizes recruitment events for potential students, including travel and lodging, schedules interviews and creates itineraries, ensures reimbursements are processed, monitors expenditures, and coordinates meals and events associated with recruitment.

Helps maintain records and statistical data for the MCGD track. Serves as a main coordinator for other MCGD track events and activities throughout the year.

Provides back-up for other support staff. May perform various other departmental projects and duties as assigned.

Training is full time on-site then hybrid

Essential Duties

1. Oversees and coordinates administrative, program, and office activities. Establishes, selects, implements, and coordinates office procedures and systems.

Serves as principal source of information to students, staff, and faculty on policies, procedures, programs, and office activities.

2. Oversees, instructs, and coordinates activities of support staff. Oversees the preparation of materials for grants, contracts and budgets.

Monitors expenditures and reconciles financial statements. 3. Provides editorial support for a journal / publication. Proofreads and edits material for grammatical and factual accuracy.

Tracks copy through various editing and production stages. Communicates with authors, printers, and others concerned with published work.

4. Determines administrative, facility, and equipment needs for symposia, lectures, seminars, and conferences. Assembles and arranges for necessary items.

Determines sources of data. Compiles, synthesizes and manipulates data. Summarizes findings and writes reports or portions of reports.

5. Greets visitors. Answers and screens telephone calls. Assesses nature of business. Responds to requests for information and provides assistance.

Screens and responds to mail. 6. Formats, keyboard, proofread, and edits correspondence, reports, manuscripts, grants, and other material.

Assembles attachments and corresponding material. Reviews outgoing material for completeness, dates, and signatures. Composes substantive correspondence and written material.

7. Coordinates travel arrangements. Schedules and coordinates meetings and appointments. Orders and maintains inventory of supplies.

Takes minutes or dictation. Performs additional 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 little or no work experience and a Bachelor's degree in a related field;

or an equivalent combination of experience and education.

Required Skill / Ability 1 :

Demonstrated success in detailed work requiring accuracy and high level of productivity with disciplined follow-up skills;

ability to manage sensitive information in a professional and confidential manner and using sound judgement.

Required Skill / Ability 2 :

Exceptional interpersonal skills and proven ability to interact effectively with a diverse client base. Proven ability to work independently and with others in a team environment.

Required Skill / Ability 3 :

Excellent customer service skills. Ability to communicate verbally and in writing in a clear, concise, pleasant, grammatically correct, and professional manner.

Excellent proofreading and editing skills.

Required Skill / Ability 4 :

Ability to prioritize to meet deadlines and follow schedules. Ability to multi-task effectively with pressing assignments at once with strong attention to accuracy, details, thoroughness and follow-through with conflicting demands and deadlines.

Required Skill / Ability 5 :

Proficiency in Microsoft Office Word, Excel, PowerPoint, Outlook, and other web- based calendaring. Ability to adapt to and evolve with the ever-changing technological environment.

Willingness to remain up to date with relevant new software programs and web management techniques.

Preferred Education, Experience and Skills :

Proven experience navigating university buildings and facilities systems; Proven experience with university financial and administrative systems such as Workday, E-Ship Global, World Travel, etc.

Weekend Hours Required?

Occasional

Evening Hours Required?

Occasional

Drug Screen

Health Screening

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.

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.