Yale University · 2 hours ago
Administrative Assistant, Faculty Support, Yale School of Management
New Haven, CT
Full-time
Hybrid
Mid Level
$27.74/hr - $27.74/hr
4+ years expYale University is seeking an Administrative Assistant, Faculty Support for the Yale School of Management. This role provides essential administrative support to faculty members and various departments, focusing on teaching, research, and program coordination.
AssociationBusiness DevelopmentEducationMedicalSocial Entrepreneurship
Responsibilities
Serve as source of information to students, staff, and faculty on policies, procedures, and office activities
Format, prepare, edit, and proofread a variety of material
Assemble attachments and review outgoing material for completeness
Scan course work and other documents
Download and upload course related information for the web for faculty course work and research
Secure/purchase teaching materials and obtain copyright permissions from publishers
Post course material to learning management system
Support assigned courses as session coordinator
Using Zoom (or other video conferencing communications) schedule class, create Zoom links for course meetings, virtually (or in-person) attend class and monitor or set up for session, support faculty with logistical issues, and communicate with students via Zoom chat (as needed and directed by faculty member), alert Media Services of any technical problems in the Zoom room, and moderate participation
Serve as a source of information to faculty, students, and staff on classroom AV technology
Search for information on-line and in various libraries (ORBIS, download articles)
Submit research papers on-line
Gather, compile, organize and manipulate data to create reports or summaries
May design and set up spreadsheets and graphics
Create slides or make changes to PowerPoint presentations
Use the University’s electronic systems for expense management, vendor set-up, travel booking and placing product and service orders with vendors
Collect receipts for reimbursement of travel (domestic and international) and monitor reimbursements to Yale
Work closely with department’s business office in execution of all financial transactions
Prepare all documents in accordance with University policies and procedures
Coordinate logistics for events including seminars and guest lecturers
Schedule and coordinate meetings, talks and visitors (both on and off campus), including specifics of site visits, itineraries, travel arrangements, publicity, catering, entertainment, and accommodations
Maintain electronic calendar
Prepare required forms and reimbursements
Serve as point of contact for faculty recruiting process and assist new faculty with office set up and orientation process
Assist faculty members with various activities which can include large mail merges for letters of recommendation, recruitment and other correspondence, scheduling, and other matters, as requested
May work on faculty web sites as directed by faculty member
Identify problems with workflow, equipment and environment and make suggestions for improving the workplace
Manage ordering, stocking, and distribution of office and kitchen supplies, and incoming and outgoing mail and packages
Greet visitors, answer, and screen telephone calls
Organize and maintain filing systems
Serve as member of faculty support team, provide training, and back up support for other faculty support staff and various departments
Perform additional duties incidental to office activities as necessary to maintain highest level of customer service
Qualification
Required
Excellent computer skills including proficiency of Windows and Microsoft products: Word, Excel, Outlook (Calendar) and PowerPoint or equivalent
Internet navigation skills
Excellent proofreading and editing skills
Ability to communicate orally and in writing in a clear, pleasant, grammatically correct, and professional manner
Ability to represent the School professionally at events
Ability to prioritize to meet deadlines and follow schedules, multi-task effectively with strong attention to accuracy, detail, thoroughness and follow-through with conflicting demands and deadlines
Excellent attendance record
Ability to function effectively as part of a team to provide support to faculty and Yale SOM Departments
Ability to flex schedule or work occasional overtime
Ability to effectively prioritize and accomplish work for faculty and to regularly solve problems, take initiative and anticipate actions needed
Ability to properly use independent judgment
Four years of related work experience, two of them in the same job family at the next lower level, and a high school level education; or two years of related work experience and an Associate's degree; or an equivalent combination of experience and education
Preferred
Bachelor's Degree
Web maintenance skills
Working experience of Yale policies and procedures
Experience with event planning
Experience with learning management system
Ability to provide classroom AV support
Company
Yale University
Yale University is a research and education institution that prioritizes its students.
10001+ employees
H1B Sponsorship
Yale University has a track record of offering H1B sponsorships. Please note that this does not
guarantee sponsorship for this specific role. Below presents additional info for your
reference. (Data Powered by US Department of Labor)
Distribution of Different Job Fields Receiving Sponsorship
Represents job field similar to this job
Trends of Total Sponsorships
2025 (355)
2024 (449)
2023 (214)
2022 (208)
2021 (190)
2020 (155)
Funding
Current Stage
Late StageTotal Funding
$42.86MKey Investors
Bezos Earth FundAlfred P. Sloan FoundationHyundai Hope On Wheels
2025-10-23Grant
2025-05-21Grant· $0.05M
2023-01-01Grant· $1.27M
Leadership Team
Geoffrey Chatas
Senior Vice President for Operations
Jack Callahan
Senior Vice President for Operations
Recent News
2025-12-10
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