Registration and Event Coordinator

Yale Administrative Support

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Hourly Range : 27.74

Provides administrative support to the department. Performs all necessary functions for daily operations and serves as a source of information to students, staff, and faculty on policies, procedures, and office activities. Responsibilities include managing calendars, scheduling meetings, coordinating travel arrangements, and maintaining records. The role requires handling sensitive and confidential information professionally, interacting with various stakeholders, and ensuring efficient office procedures.

Position Focus : This position operates on a Tuesday-Saturday 8 : 30-5 schedule.

Effectively and efficiently coordinate tour registration and events at the Yale Visitor Center while ensuring a consistently high level of customer service is provided to all guests requiring staff attention. Handle all email correspondence and help oversee student staff responsible for welcoming and hosting university visitors and distinguished guests. This position's schedule is Tuesday-Saturday. Process all email and phone requests for tour reservations, update and maintain all excel and google documents to ensure all tour reservations are documented and student tour coverage is scheduled and confirmed for every individual tour, help coordinate registrations and invitations for special events for the Yale Visitor Center and Handsome Dan, track student timesheets / payroll to ensure hours are correct for more than 70 student guides, maintain files for exhibit research projects and update excel files accordingly. Research and produce regular and detailed reports, perform general record keeping procedures, prepare materials and folders for conferences, greet general visitors and welcome large group tours and coordinate catering orders and event logistics for special events to ensure timely and successful completion.

Required Skills and Abilities

Superior interpersonal and team collaboration skills with the ability to represent the University professionally and interact effectively with global diverse populations, excellent communication skills, including writing, editing, proofreading, and the ability to draft materials clearly, strong problem-solving and decision-making abilities in fast-paced environments, with the ability to manage multiple tasks independently, proficiency in technology, including Word, Excel, PowerPoint, and adaptability to new software and tools and high organizational skills, attention to detail, and resourcefulness, with the ability to adapt to change.

Principal Responsibilities

• Serves as source of information to students, staff, faculty, and clients on policies, procedures, and office activities.
• Greets visitors. Answers and screens telephone calls. Assesses natures of business. Provides assistance or refers to appropriate individual. Schedules and coordinates meetings and appointments.
• 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.
• Reviews outgoing material for completeness, attachments, dates, and signatures. Composes general correspondence and written material.
• Gathers, compiles and records data. Creates reports and summarizes findings. Assembles and compiles material for grant, contract, and budget preparation.
• Monitors expenditures and reconciles financial statements. Coordinates travel arrangements. Establishes and maintains filing systems. Sorts screens and distributes mail. Completes forms.
• Orders and maintains inventory of supplies. Photocopies material. Oversees and instructs support staff. Performs additional functions incidental to office activities.
• 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.

Job Category : Administrative Support

Bargaining Unit : L34

Compensation Grade : Labor Grade C

Time Type : Full time

Duration Type : Staff

Location : 149 Elm Street, New Haven, Connecticut

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.

Health Requirements : Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.

Posting Disclaimer : The hiring rate of a role is determined in accordance with the provisions outlined in the respective collective bargaining agreement.

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 position. Employees will be assigned specific job-related duties through their hiring department.

The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy 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.

Yale University is a tobacco-free campus.