Administrative Assistant

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Overview

The ITS Administrative Assistant will provide ITS Cellular Backup Support:

1.ITS Pinnacle Billing System: Maintain accuracy on all cellular client files for add’s, deletes and changes Partner with ITS Finance Billing Team on cellular projects impacting billing

2. ServiceNow Monthly/Quarterly/As-Needed – Cellular Device Pricing Updates 3.Cellular monthly statements – Download from cellular supplier portals, save in shared folder with ITS Business Office who will submit to Yale A/P for payment. 

4.Projects as needed.

Understanding cellular plans and features from all 3 cellular suppliers for best user experience.  Vast knowledge of cellular technical troubleshooting for quickest resolution.  Knowing when to include DSP, cellular supplier or cellular account representative for quick resolution.  Attend cellular supplier meetings and contribute to all subject matter.  Participate in most cellular projects including Zero usage, Pinnacle bounces, CC0178 devices, etc.  After-Hours Support: Primary or Secondary depending on coverage schedule for after-hours and high-priority incidents. Service Now: Daily monitoring of the ServiceNow ticketing system. Understanding the platform for best user experience and responses.  Administrative Access and duties on all cellular portals. Place orders, monitor and maintain data base for accuracy. Daily monitoring of Yale email as well as cellular group email. Participate in meetings with team, clients, suppliers, etc. as needed.  Other tasks and projects as assigned.

Additionally, the ITS Administrative Assistant will also provide support to the ITS staff and administrative team as needed. Responsibilities will include:

1.Provide essential administrative support across various departments and disciplines, ensuring smooth operations and efficient workflow. 

2.Supply requests including kitchen supplies, weekly walk-abouts, restocking, building service repairs

3.Event Planning

4.Deliveries to 25SP

5. Lock shop and desk keys requests

6.Point person for parking special requests/codes

Required Skills and Abilities

1. Excellent written and verbal communication skills, including proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).

2. Strong organizational skills with the ability to prioritize tasks, manage multiple projects, and meet deadlines.

3. Demonstrated customer service skills and ability to work effectively both independently and as part of a team.

4. Proven attention to detail and accuracy in handling data and records.

5. Demonstrated reliability in attendance and ability to maintain confidentiality.

Preferred Skills and Abilities

1. Experience using Pinnacle

2. Prior experience working with cellular plans, cellular vendors and billing systems.

Principal Responsibilities

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.

Job Posting Date

11/17/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade C

Compensation Grade Profile

Hourly Range

$28.43

Benefits

A general description of the benefits to be offered with this Clerical and Technical position is available at:

Yale Benefits

Time Type

Full time

Duration Type

Staff

Work Model

Hybrid

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 basedon 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.

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 throughtheir 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.

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.