Operations Assistant - Yale Housing

Position Focus :

The Operations Assistant provides administrative support to the Operations Manager and the Graduate Housing Office. This position will focus on creating operational efficiencies for maintaining 5 dormitory buildings, 6 apartment complexes, and 188 University Properties master-leased beds in 18 different buildings throughout New Haven, including tracking opening, closing and room turnover procedures, health, and safety inspections, and working closely with facilities and Elm Campus Partners (a property management company) to ensure completion of work orders.

This role is first contact for all Central Housing operations tasks for Graduate & Professional Students and their families as well as Campus Partners.

This role serves as a liaison for master-leased properties through University Properties. The Operations Assistant operates as a field representative for Graduate Housing needs, speaking directly with students, campus partners, facilities, and contractors to ensure the health, safety, and cleanliness of the properties.

The Operations Assistant will conduct weekly rounds of all properties. Each semester, this role will enforce health & safety standards through room inspections and coordinate with University officials to ensure compliance with all University Environmental Health & Safety elements, including but not limited to, city officials and fire marshals.

The Operations Assistant will serve as a liaison between Yale departments such as facilities and work with students to make sure each building is clean, safe, and maintained.

This role will also include greeting visitors to the office, answering and triaging phone calls and emails, resolving and responding to questions independently and seeking manager input when necessary.

The following essential duties are generic in nature; the information contained in the Position Focus are most relevant to this position.

Essential Duties

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.

Required Education and Experience

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.

Required Skill / Ability 1 :

Demonstrated strong customer service skills. Demonstrated ability to triage incoming phone calls. Proficiency with Microsoft Office, including intermediate proficiency of Outlook, Word, PowerPoint and Excel.

Required Skill / Ability 2 :

Demonstrated strong verbal skills and written communication skills. Ability to organize and report data. Ability to prioritize work.

Required Skill / Ability 3 :

Ability to be a self-starter and to handle multiple tasks, demands and deadlines. Ability to be a team player. Demonstrated willingness to learn new skills and tasks as necessary.

Required Skill / Ability 4 :

Excellent organizational skills. Ability to respond to complex problems and initiate corrective action.

Preferred Education, Experience and Skills :

Experience with Housing Director, StarRez or other housing software preferred. Ability to learn new software / platforms as needed.

Required Licenses or Certifications

Valid drivers license required.

Physical Requirements

Ability to lift and move up to 50 pounds.

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.

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 :

Additional Background or Health Screening Requirements

Selected incumbent must have successful completion of a DMV check and a valid driver’s license.

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.