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Office Assistant, YSE Facilities
Yale University
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Office Assistant, YSE Facilities

Yale University

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Details
Posted:
May 30, 2026
Location:
New Haven, Connecticut

Working at Yale means contributing to a better tomorrow. Whether you are a current resident of our New Haven-based community, eligible for opportunities through the New Haven Hiring Initiative, or a newcomer, interested in exploring all that Yale has to offer, your talents and contributions are welcome. Discover your opportunities at Yale!

Overview 

Under the direction of the facilities manager, provide facilities, maintenance, and other user services for the School of the Environment (YSE). Serve as the primary point of contact providing information in a helpful and professional manner, both in person and on the telephone. Provide outstanding customer service to YSE by responding to routine and emergency facilities maintenance requests, key, and ID account requests. 

Essential Duties include 

  • Set up classrooms and other YSE rooms for classes, events, and meetings as instructed. 

  • Receive routine and emergency maintenance/repair requests, provide necessary triage and work order initiation. 

  • Enter and respond to work requests in ServiceNow. 

  • Create, modify, and/or terminate ID card access and initiate key requests/returns. 

  • Schedule YSE vehicle use for research and classes. Maintain vehicle records, coordinate repairs and general maintenance. Maintain vehicle expenses and database. Monitor GPS on YSE vehicles. 

  • Preparing expense reports. 

  • Update YSE mailbox lists and building directories as needed. Rearrange and label mailboxes at YSE building locations as changes occur. 

  • Ensure YSE copiers are in working order and have paper/toner/other necessary supplies. 

  • Receive and sort incoming and outgoing mail and packages, delivering to appropriate buildings. Also, make proper arrangements for outgoing mail, packages, and items requiring special handling. 

  • Receive, store, and issue equipment, material merchandise, tools, and supplies. May order supplies and materials as necessary. 

  • Handling equipment rentals. 

  • Submit tickets for cell phone and desk phone procurement and repair. 

  • May drive a school vehicle for pick ups and deliveries. 

  • Order and deliver moving boxes, coordinate office moves. 

  • Ordering low volumes of office supplies. 

  • Meet vendors for service deliveries and assist with answering the Sage Door buzzer for deliveries. 

  • Coordinate Yale TR&S requests. 

  • Work with the Dean’s Office for events to coordinate building access and facilities requests. 

  • This position is an in-person, on campus position and may perform other duties as needed. 

Required Skills and Abilities 

1. Strong interpersonal skills and customer service skills with the ability to deal courteously and diplomatically with all types of people. 

2. Attention to detail with excellent organizational skills, prioritization, and communication skills. 

3. Knowledge and ability to use multiple computer applications, spreadsheet software, email, and calendaring. 

4. Abilities to work under pressure and deadlines. Demonstrated experience working as part of a team. 

Preferred Licenses and Certifications 

Must have a valid driver's license.

Physical Requirements 

Ability to lift up to 30 lbs.

Principal Responsibilities

1. Provides specialized information on administrative, academic, financial aid, and procedural matters to students, prospective students, faculty, and staff. 2. Assists staff, faculty and students with the completion of forms. Identifies and resolves errors through contact with students and University departments. Maintains logs and records of activities. 3. Compiles statistical data and information. Establishes and maintains filing systems. 4. Uses computer terminal to input and retrieve data. Merges and manipulates filing systems. Monitors and reconciles financial data. 5. Keyboards letters, memoranda and other materials. Composes general written material. 6. Schedules and coordinates conferences, meetings, appointments, and classrooms. 7. May oversee and instruct support staff. 8. Performs clerical functions incidental to office activities.

Required Education and Experience

Four years of related work experience, two of them in the same job family at the next lower level, and 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

05/29/2026

Job Category

Administrative Support

Bargaining Unit

L34

Compensation Grade

Labor Grade C

Compensation Grade Profile

Hourly Range

$28.43

Time Type

Full time

Duration Type

Staff

Work Model

On-site

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.

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.

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.

Internal Number: 134907WD
About Yale University
Yale University is an American private Ivy League research university located in New Haven, Connecticut. Founded in 1701 in the Colony of Connecticut, the university is the third-oldest institution of higher education in the United States.
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